Fuel Oil Sampling and Testing Contract

Fuel Oil Sampling and Testing Contract

The MCA has a requirement for a contractor to provide a sampling and analysis service to test that fuel being used by vessels within UK waters.

United Kingdom-Southampton: Chemicals and oil pollution investigation services

2015/S 171-311287

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Maritime and Coastguard Agency
Spring Place, 105 Commercial Road
For the attention of: Richard Skeats
SO15 1EG Southampton
Telephone: +44 2380329275
E-mail: contracts@mcga.gov.uk

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/maritime-and-coastguard-agency

Electronic access to information: https://www.gov.uk/contracts-finder

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


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

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

Section II: Object of the contract


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

Fuel Oil Sampling and Testing Contract.

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

Service category No 27: Other services

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

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

Chemicals and oil pollution investigation services. Services related to oil pollution. Maritime safety inspection services. The MCA has a requirement for a contractor to provide a sampling and analysis service to test that fuel being used by vessels within UK waters to ensure a maximum sulphur content of 0,1 %.

II.1.6)Common procurement vocabulary (CPV)

90715100, 90741000, 71631420

II.1.7)Information about Government Procurement Agreement (GPA)

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:

The successful contractor will provide a Sulphur Inspector to go on board, a designated vessel (as instructed by the MCA) and witness a sample of fuel oil being extracted from an approved spot sampling point. The supplier will arrange for the sample to be tested to determine the sulphur content within 3 working days from the taking of the sample. It is anticipated that approximately 240 vessels will require testing each year with the likelihood that this may increase.
The successful contractor must fulfil the following requirements:
1. Requirement and Responsibility of the Sulphur Inspectors:
— Must identify a suitably qualified and/or experienced person to ensure that spot sample are taken from a representative position in the fuel service system,
— Arrange for a Sulphur Inspector to attend a ship at a major port at the request of the MCA Inspection Operations Branch (IOB) during normal working hours. MCA to give at least 24 hours’ notice,
— The Sulphur Inspector is to obtain a sample of fuel oil from the ship either by spot sampling or requesting the sealed bunker sample from the master as requested by IOB,
— The spot sample shall be taken from the approved spot sampling point or the alternative spot sampling point as required,
— Spot sample to be put in sealed containers and uniquely marked with time, date, port, name of ship, IMO number of ship, location on board where sample was taken and port, place and date when fuel currently being burned was bunkered and name of bunker supplier,
— Spot sampling to be carried out in-line with MCA safety guidance as detailed in Annex 1,
— One spot sample to be given to a ships representative,
— If spot sampling cannot be carried out for whatever reason the default position will be to obtain the MARPOL sealed bunker sample,
— A copy of the bunker delivery note to be obtained from ship’s representative,
— Provide an information leaflet as supplied by MCA to be left with the ship’s master.
2. Laboratory Testing:
— Contractor to arrange for sample to be tested to determine the Sulphur content within 3 working days from the taking of the sample, identifying the unique sample,
— Testing to be carried in accordance with ISO method 8754 (1992) or BS EN 14596,
— Verification of Sulphur content to be in accordance with Appendix VI of MARPOL Annex VI,
— The contractor/testing laboratory needs to be accredited in accordance with ISO 17025 or equivalent standard,
— MCA Sulphur report form containing results of the sample analysis to be completed and copy of bunker delivery note to be sent to MCA, IOB by email,
— Short notice, outside working hours and remote locations,
— On occasion, the contractor may need to obtain a fuel oil sample from a ship that is in a remote location, and/or
— On occasion, the contractor may need to arrange attendance on a ship at short notice at the request of IOB during an inspection/survey of the ship by the MCA, and/or
— On occasion, the contractor may need to obtain a fuel oil sample from a ship outside normal working hours, and/or
— On occasion, the contractor may need to get the results of the fuel sample back to the MCA in less than 3 working days.
3. MCA, Ship and Supplier Liaison:
— Whilst the MCA will take all reasonable steps to ensure arrival information for ships is accurate, the contractor will verify with the port that ship is available to take fuel sample.
4. Additional Requirements:
— Contractor and/or Sulphur Inspector may be required to give witness statement in the case of non-compliant fuel to enable the MCA to take forward a prosecution,
— The MCA will provide the successful tenderer and each Sulphur Inspectors with a letter of appointment entitling them to take fuel oil samples on behalf of the MCA as the competent authority,
— Boarding of vessels from sea is not a requirement of this contract. All vessels tested will be at berth.
Estimated value excluding VAT:
Range: between 400 000 and 450 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Duration in months: 60 (from the award of the contract)

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:

The Authority is committed to pay as soon as possible and shall pay all sums due to the contractor within 30 days of receipt of a valid invoice submitted monthly in arrears.
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

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, 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 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) 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:


Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas you will need to declare, if you have any offences/misconduct under your own countries laws where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Appropriate statements from banks or where appropriate, evidence of relevant professional risk indemnity insurance.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities.
Technical Compliance to the Specification:
— Quality Score represents 60 % of total scores weighting,
— Compliance with the technical requirement 45,
— Experience of proposed Sulphur Inspectors 30,
— Ability to meet short notice, outside working hours and remote location requirements 15,
— Contract management 10.
Please note that tenders that do not meet the ISO/IEC 17025 requirement or use ISO 8754 will be excluded from this tender process.
Scoring will be as follows:
5 – Proposal fully meets the requirement,
4 – Proposal fulfils the requirement but with minor omissions,
3 – Proposal covers only the basic requirement,
2 – Proposal falls short of fulfilling the requirement,
1 – Proposal inadequate,
0 – Requirements not addressed.
Each Bidder’s Quality Score:
Quality Score = _____________________________ x Weightings.
Highest Quality Score Possible for the Criterion:
Price score represents 40 % of total scores weighting.
Lowest Bid Cost:
Cost score = _______________________ x Weightings.
Each Bidder’s Cost:
Total Score = Total Quality Score + Total Cost Score.
The MCA intends to award the contract to the highest scoring tenderer.
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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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 will be used: no
IV.3)Administrative information

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

TCA 3/7/0962

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


IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 2.10.2015 – 17:00
Payable documents: no

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

9.10.2015 – 11:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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


IV.3.7)Minimum time frame during which the tenderer must maintain the tender

until: 1.3.2016

IV.3.8)Conditions for opening of tenders

Date: 9.10.2015 – 12:00


MCA — Spring Place.

Persons authorised to be present at the opening of tenders: no

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.
To view this notice, please click here:


GO Reference: GO-201591-PRO-7008466.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Maritime and Coastguard Agency
Spring Place
SO15 1EG Southampton
Telephone: +44 2380329275

Body responsible for mediation procedures

Maritime and Coastguard Agency
Spring Place
SO15 1EG Southampton
Telephone: +44 2380329275
Internet address: https://www.gov.uk/government/organisations/maritime-and-coastguard-agency

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:


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