Document Management Software Tender for Ministry of Defence

Document Management Software Tender for Ministry of Defence

Aircraft Document Sets Assistance to Flight Ops Documentation Management.

United Kingdom-Bristol: Document creation software package

2015/S 159-292898

Contract notice

Services

Directive 2009/81/EC

Section I: Contracting authority/entity

I.1)Name, addresses and contact point(s)

Ministry of Defence, Air Support, A400M
#1231 Walnut 2C, MOD Abbey Wood
For the attention of: Sarah Deering
BS34 8JH Bristol
UNITED KINGDOM
Telephone: +44 3067987348
E-mail: desa400m-cm3@mod.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Defence

I.4)Contract award on behalf of other contracting authorities/entities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

A400M Aircraft Document Sets Assistance to Flight Ops Documentation Management.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 13: Computer and related services

NUTS code UKK11

II.1.3)Information on framework agreement
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s):

Document creation software package. Document management software package. Document management system. Electronic publishing software package. Document management services. Documentation services. Due to the more dynamic nature of the Airbus Flight Ops Documents and EFBs being limited to aircraft operations, an efficient, dynamic and fully auditable system of electronic document storage, access and delivery is required to enable the above. The system will need to allow reviewers, once alerted, to download drafts, review and comment on them by adding annotations before uploading for further edit. New document releases should be promulgated using an auditable messaging system and then be accessible both on and off-line by all required Military and Civilian addressees. Accessibility must be in line with the MOD policy for the classification of the documentation and any aggregation of data that must be taken into account.

II.1.6)Common procurement vocabulary (CPV)

48310000, 48311000, 48311100, 48312000, 72512000, 79131000

II.1.7)Information about subcontracting

The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor, as well as the subject-matter of the subcontracts for which they are proposed
The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 160 000 and 480 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: 1 Year contract with Options for extension for a further 2 years, if required, up to 3 years in total.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Starting 15.1.2016. Completion 15.1.2017

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions to which the performance of the contract is subject, in particular with regard to security of supply and security of information:
III.1.5)Information about security clearance:
III.2)Conditions for participation

III.2.1)Personal situation

Criteria regarding the personal situation of economic operators (that may lead to their exclusion) including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (see also Regulation 23(2) in the DSPCR 2011) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.contracts.mod.uk/delta/project/reasonsForExclusion.html#dspr

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process.
Candidates who have been convicted of any of the offences under Article 39(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest (including defence and security factors) for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 39(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability
III.2.3)Technical and/or professional capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: No less than 3 and no more than 4 companies that have the expertise to complete the activities required will be invited to submit a tender against the SOR.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction has been used: yes
Additional information about electronic auction: Yes. A Reverse Auction, conducted using electronic means, may be used as part of the procurement process for this requirement. Specific relevant information on Reverse Auction usage will be given in the Invitation to Tender.
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

A400M/089

IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

25.9.2015 – 17:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

2.10.2015

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available at www.contracts.mod.uk The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

From 2.4.2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is the reduction in the number of security classifications used. All suppliers to the Department are encouraged to make themselves aware of the changes as it may impact on this Requirement. The link below to the Gov.uk website provides information on the new GSC.

https://www.gov.uk/government/publications/government-security-classifications

The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the Authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies, or otherwise.

Advertising Regime OJEU:- This contract opportunity is published in the Official Journal of the European Union (OJEU),the MoD Defence Contracts Bulletin and www.contracts.mod.uk

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.

The information and/or documents for this opportunity are available on http://www.contracts.mod.uk/delta You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing user-name and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: VX9A689TYW. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 25.9.2015 17:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.

If you experience any difficulties please refer to the online Frequently Asked Questions (FAQ’s) or the User Guides or contact the MOD DCO Helpdesk by emailing — support@contracts.mod.uk or call +44 800282324. GO Reference: GO-2015814-DCB-6933778.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, Air Support, A400M,
FAO: Terry Cooper (SCO), #1231 Walnut 2C, Abbey Wood
BS34 8JH Bristol
UNITED KINGDOM

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

14.8.2015

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