Ministry of Defence Stonework Tender

Ministry of Defence Stonework Tender

Provision and Fixing of Service Pattern Memorials.

United Kingdom-Gloucester: Stonework

2015/S 110-199501

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Ministry of Defence, C&C, HOCS4
F10, Innsworth House, Imjin Barracks
For the attention of: Clem Cole
GL3 1HW Gloucester
UNITED KINGDOM
Telephone: +44 452712612
E-mail: defcomrclcc-hocs4a1@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

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:

The Provision and Fixing of Service Pattern Memorials.

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

Supplies
Purchase

NUTS code UKK13

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 2

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 500 000 GBP

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

Stonework. The provision and fixing of Service Pattern Memorials:
— Lot 1 — Portland Stone;
— Lot 2 — Karin Granite;
— Lot 3 — Nabresina Limestone.

II.1.6)Common procurement vocabulary (CPV)

45262510

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

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

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:

1. The Authority has a potential requirement, under a call off contract, for the provision and fixing (both within and outside UK) of service pattern memorials, including bases, for deceased armed forces personnel.
2. The overall approximate annual requirement for the 3 lots in total is 115 memorials per year although this could increase or decrease. A mass casualty incident could significantly increase the requirement, although steps would be taken to effectively manage this type of situation.
3. The requirement is to provide the Authority with headstones, urn plot markers, wall plaques/cremation plaques, gravestone markers and bases (where required) as specified within the statement of requirement of the contract.
4. Details of the Authority’s specifications for memorial sizes and shapes, carving of letters, service crests, regimental badges and religious emblems are contained within the statement of requirement.
5. The requirement has been split into lots based on the Authority’s main requirements of Portland Stone (approximately 60-80 memorials a year), Karin Granite (approximately 15 memorials a year) and Nabresina Limestone (approximately 10-20 memorials a year), although there may be circumstances where other materials and/or memorial dimensions maybe required. Suppliers may submit an Expression of Interest by completing a Pre-qualification questionnaire (PQQ) for 1 or more lots.
6. The Authority’s requirements include the arrangement of dispatch and fixing of all memorials (both within and outside UK) ordered by the Authority.
7. The period of the call off contract(s) will be 2 years with the option for the Authority to extend the contract for up to 2 years in monthly or annual increments at its discretion.
8. It is a mandatory requirement that contractors are members of the National Association of Memorial Masons (NAMM) or an equivalent association and are registered on a nationally recognised fixing register such as the register of qualified memorial fixers (RQMF) or the British register of accredited memorial masons (BRAMM).
9. MOD representatives will be attending the NAMM Tradex at The Warwickshire Exhibition Centre, The Fosse, Fosse Way, Nr Leamington Spa, Warwickshire, CV31 1XN on 19.6.2015 between 10:00 and 14:00 to answer any questions relating to this requirement.
10. No business what so ever is guaranteed under any resulting framework agreement or contract, indeed there is no guarantee that any framework or contract will be put in place in relation to this notice. No compensation etc. will be paid if a tender or resulting framework agreement is withdrawn for any reason. Bidders should take part in this process only on the basis that they fully understand and accept this position.
11. In accordance with PCR15, all procurement documents relating to this Contract Notice are available in the Dynamic Pre-Qualification Questionnaire. Please note only the Pre-Qualification Questionnaire should be completed at this time.
Estimated value excluding VAT:
Range: between 1 and 500 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: An option will be included for the Authority, at its discretion, to extend the contract beyond the 2 year contract in monthly or annual increments for up to an additional 24 months maximum.
Provisional timetable for recourse to these options:
in months: 18 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 24 (from the award of the contract)

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

Duration in months: 24 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Portland Stone

1)Short description

The Provision and Fixing of Service Pattern Memorials in Portland Stone.

2)Common procurement vocabulary (CPV)

44921300

3)Quantity or scope

1. The Authority has a requirement for the provision and fixing (both within and outside the UK) of service pattern memorials, mainly headstones, including bases, in best quality Basebed Portland Stone. Dimensions and specifications are provided in the Statement of Requirement.
2. The estimated annual requirement is 60-80 memorials a year although this number could increase or decrease.
3. There may be circumstances where memorials from other materials or of different dimensions may be required.
4. All other information is detailed in Section II.2.
Estimated value excluding VAT:
Range: between 1 and 380 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Suppliers may bid for 1 or more of the 3 lots available.

Lot No: 2Lot title: Karin Granite

1)Short description

The Provision and Fixing of Service Pattern Memorials in Karin Granite.

2)Common procurement vocabulary (CPV)

44912100

3)Quantity or scope

1. The Authority has a requirement for the provision and fixing (both within and outside the UK) of service pattern memorials, mainly headstones, including bases, in best quality Karin Granite. Dimensions and specifications are provided in the Statement of Requirement.
2. The estimated annual requirement is 15 memorials a year although this number could increase or decrease.
3. There may be circumstances where memorials from other materials or of different dimensions may be required.
4. All other information is detailed in Section II.2.
Estimated value excluding VAT:
Range: between 1 and 65 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Suppliers may bid for 1 or more of the 3 lots available.

Lot No: 3Lot title: Nabresina Limestone

1)Short description

The provision and fixing of service pattern memorials in Nabresina Limestone.

2)Common procurement vocabulary (CPV)

44921300

3)Quantity or scope

1. The Authority has a requirement for the provision and fixing (both within and outside the UK) of service pattern memorials, mainly headstones, including bases, in best quality Nabresina Limestone. Dimensions and specifications are provided in the Statement of Requirement.
2. The estimated annual requirement is 10-20 memorials a year although this number could increase or decrease.
3. There may be circumstances where memorials from other materials or of different dimensions may be required.
4. All other information is detailed in Section II.2.
Estimated value excluding VAT:
Range: between 1 and 55 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Suppliers may bid for 1 or more of the 3 lots available.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

None. The Authority reserves the right to ask for an indemnity, guarantee or bank bond if the required standard for economic and financial standing is not met.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment will follow completion of each order and will be in accordance with the Payment Mechanism stated in the contract.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Limited Company. If a group of economic operators submits a bid, the group must nominate a lead organisation to deal with the Authority. The Authority shall require the group to form a legal entity before entering into the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: Electronic Trading — Potential suppliers must note teh mandatory requirement for electronic trading using the Ministry of Defence’s standard Purchase to Payment (P2P) system operating under the Defence Electronic Commerce Service, which shall be a special condition for the performance of this Contract. You can find details on the P2P system at www.d2trade.com The Contractor shall be required to sign DEFFORM 30 (Electronic Transactions Arangements) and unconditionally accept all references to P2P in the Contract Conditions.

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 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. 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.
A declaration of Good Standing will be requested as part of the Pre-Qualification Questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance.
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established.
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
Minimum level(s) of standards possibly required: A financial assessment will be undertaken on the supplier’s financial status. An overall pass/fail judgement will be made after considering areas such as turnover, profit, net assets, liquidity, gearing and capacity. This assessment will include the Parent company where applicable.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details of the evidence required is set out in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
1. Contractors must be a member of the National Association of Memorial Masons or equivalent association.
2. Contractors must be registered on a nationally recognised fixing register such as the Register of Qualified Memorial Fixers (RQMF) or the British Register of Accredited Memorial Masons (BRAMM).
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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

Envisaged minimum number 1: and maximum number 6
Objective criteria for choosing the limited number of candidates: Suppliers must read through this set of instructions and follow the process to respond to this opportunity through a Pre-Qualification Questionnaire (PQQ).

The information and/or documents for this opportunity are available on http://www.contracts.mod.uk

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username 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 Codes:
— Lot 1 Portland Stone — 5Q68383TKB;
— Lot 2 Karin Granite — K8USCW2877;
— Lot 3 Nabresina Limestone — 6764H3Y594.
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is detailed within this contract notice, you will also have visibility of the deadline date, once you have added the Access code via DCO as the opening and closing date is visible within the opportunity.
Please ensure that you allow yourself plenty of time when responding to this opportunity 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 Telephone +44 800282324.

Interested suppliers are required to complete the PQQ to provide information that allows the Authority to evaluate the supplier’s capacities and capabilities against the selection criteria set out at Sections III.2.1), III.2.2) and III.2.3) of this Contract Notice.
The Authority will use the PQQ response to create a short list of Tenderers who:
1. are eligible to participate under Section III.2.1) of this Contract Notice;
2. fulfil any minimum standards under Sections III.2.2) and III.2.3) of this Contract notice; and
3. best meet in terms of capacity and capability the selection criteria set out in Sections III.2.2) and III.2.3) of this Contract notice.
Full details of the method for choosing the tenderers will be set out in the Help Text Box for the Dynamic PQQ.

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:

10/084

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

Prior information notice

Notice number in the OJEU: 2014/S 245-432084 of 19.12.2014

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

Payable documents: no

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

6.7.2015 – 15:00
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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 24-48 months.

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

Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available atwww.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

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username 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: 5Q68383TKB.
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is detailed within this contract notice, you will also have visibility of the deadline date, once you have added the Access code via DCO as the opening and closing date is visible within the opportunity.
Please ensure that you allow yourself plenty of time when responding to this opportunity 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 Help desk by emailing support@contracts.mod.uk or Telephone +44 800282324.

GO Reference: GO-201565-DCB-6657518.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, C&C, HOCS4
F10, Innsworth House, Imjin Barracks
GL3 1HW Gloucester
UNITED KINGDOM
Telephone: +44 452712612

Body responsible for mediation procedures

Ministry of Defence, C&C, HOCS4

VI.4.2)Lodging of appeals

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

Ministry of Defence, C&C, HOCS4

VI.5)Date of dispatch of this notice:

5.6.2015

Enjoyed this post? Share it!