The HMEP: Standard Form of Contract for Highway Maintenance (Updated July 2015)
About The Standard Form of Contract for Highway Maintenance ServicesThe Standard Form of Contract is part of a suite of documents developed by the sector, for the sector that aims to provide local highway authorities with standard templates, flexible tools and clear advice to support them in the procurement of term maintenance contracts.
HMEP has developed a full range of documents to support the procurement of a term maintenance contract; from the OJEU notice, the Pre-Qualification Questionnaire, the Instructions for Tendering through to the contract documents themselves.
What's changed?Potential Users of the Standard Form of Contract documents should be aware that an update was carried out in July 2015. This follows a review of previous documentation by a reference group drawn from local highway authorities, service providers and supporting organisations including ADEPT and HTMA, NEC and Thomas Telford Ltd reflecting and aligning to current thinking and recent developments within the highways sector. Changes include:
- Standard Form of Contract (updated)
- Price List (new)
- Method of Measurement (new)
- Notes for Guidance, now including Partnering Information (updated)
Our Frequently Asked Questions (FAQs) explain what has changed in more detail. Please download them here . If you need help, please email firstname.lastname@example.org.
Why the Standard Form of Contract is needed
Local highway authorities can spend considerable sums when procuring new or maintaining bespoke contracts, leading to high client and service provider costs.
Evidence from a survey conducted by HMEP survey with the highways sector (in 2011) suggests that costs of £100,000 or more, per authority per contract are not untypical. The effect on service providers is also detrimental, as they face many different contract forms, leading to uncertainty, increased bidding costs, and higher contract prices.
It is these substantial benefits which HMEP intends to unlock for the sector through a standardised procurement.
Access The Standard Form of Contract for Highway Maintenance Services
Read this first:
The Standard Form of Contract for Highway Maintenance Services and range of supporting documents (first published by HMEP in February 2013, and updated in July 2015) are available to download on the HMEP website as follows:
The Official Journal of the European Union (OJEU)
Important Notice: Review of the HMEP OJEU Notes for Guidance – September 2015
HMEP is aware of changes needed to its OJEU Notes for Guidance for authorities wishing to procure services following an update to the OJEU Directive, recommendations from the Crown Commercial Service and the new Public Contracts Regulations 2015. HMEP intends to review and update its guidance to reflect these changes later in 2015.
OJEU is the publication in which all tenders from the public sector which are valued above a certain financial threshold must be published. The documents below provide the OJEU form with notes for guidance on its completion for highway maintenance services.
Official Journal of the EU - Procedures - Notes for Guidance (PDF, 56pages, 444.5KB)
Official Journal of the EU - Procedures - Notes for Guidance (DOC, 56pages, 1.20MB)
The Pre-Qualification Questionnaire (PQQ)
Important Notice: Review of the HMEP Pre-Qualification Questionnaire (PQQ) - September 2015
HMEP is conducting a review to consider if an update is required to its current PQQ, based on the standardised approach recommended by the Crown Commercial Service following the introduction of the Public Contracts Regulations 2015. If the review recommends that an updated version of the HMEP Pre-Qualification Questionnaire is needed, this will be made available later in 2015.
The PQQ is based on PAS91 and guides clients on the questions that can help determine who should be invited to tender and how to score their responses.
Two versions are available; the first is the complete document with notes for guidance (in [Word - KB] and pdf forms).
The second has the guidance notes removed, but you can add details of your own procurement (in [Word - KB] only).
Pre-Qualification Questionnaire - Guidance (PDF, 73pages, 592KB)
Pre-Qualification Questionnaire - Guidance (DOC, 73pages, 2.09MB)
Pre-Qualification Questionnaire - Form only (DOC, 50pages, 705KB)
The Instruction for Tender (IfT)
Important Notice: Review of the HMEP instructions for Tenderers – September 2015
HMEP is aware that changes are to be made to other HMEP procurement documents to align them to the Public Contracts Regulations 2015. Corresponding changes will be required to its Instructions for Tenderers in light of the amendments made to the other documents. An updated version of the HMEP Instructions for Tenderers reflecting these changes will be available later in 2015.
The Instructions for Tender (IfT) is based on the latest Highways Agency version with associated notes for guidance enabling you to invite tenderers. As with the PQQ, the document is available as both a complete package and a separate document for editing and issue.
Instructions for Tenderers with guidance notes (PDF, 52pages, 394KB)
Instructions for Tenderers with guidance notes (DOC, 56pages, 1.72MB)
Instructions for Tenderers - Template Form only (DOC, 43pages, 1.26MB)
The Standard Form of Contract (updated, July 2015)
The Standard Form of Contract has been developed by learning from those authorities that have procured or are about to procure term maintenance services using the NEC3 Term Service Contract (TSC).
We have also drawn upon current thinking and experiences of using the TSC, and incorporated elements from the Engineering & Construction Contract to enable the procurement of major projects.
Please note Partnering Information is now included in the Notes for Guidance below.
The suite of documents comprises:
Notes for Guidance (PDF, 49pages, 1MB) (updated, July 2015)
Notes for Guidance (DOC, 49pages, 1.3MB)(updated, July 2015)
Contract Agreement and Data (PDF, 86pages, 1.4MB) (updated, July 2015)
Contract Agreement and Data (DOC, 86pages, 990KB) (updated, July 2015)
Contract - Service Information (PDF, 50pages, 391KB)
Contract - Service Information (DOC, 51pages, 1.76MB)
Price List (new, July 2015)
The Price List offers a consolidated list of items (around 2,000) comprising those most frequently used by local highway authorities when ordering and undertaking term service activities. The form of the HMEP Price list follows the standard headings in table format. Flexibility is maintained within the schedules of the HMEP Price List enabling agreement of rates and prices for new items based on the rates of similar items when priced at tender. A distinction has also been made between those Series that are generally ‘Core’ to highway maintenance service delivery and those Series that can be used as an Alternative or which are Optional
Price List (new, July 2015)
Method of Measurement (new, July 2015)
The Method of Measurement supports the Price List by offering new definitions, units of measurement, measurement rules and item coverage where none exist currently within Volume 4: Bills of Quantities for Highway Works, published by the Department for Transport. The Price List and Method of Measurement are intended to be used in parallel.
Method of Measurement (PDF, 191pages, 3.3MB ) (new, July 2015)
Method of Measurement (DOC, 191pages, 3.1MB) (new, July 2015)
Links to the HMEP Standard Specification
It is intended that the suite of documents be used in conjunction with the HMEP Specification and Standard Details when procuring Term Service Contracts. These documents are available here.
A webinar on the Procurement, Contracting & Standardisation products is available here or from the HMEP you tube channel. The webinar’s use is aimed at local highway authorities who are about to procure new term service or other highway maintenance contracts.