MOD Enabling Arrangement for MOD Photographic Support

MOD Enabling Arrangement for MOD Photographic Support

The Ministry of Defence wishes to appoint a prime contractor and establish an enabling arrangement for the provision and support of photographic/imaging equipment and consumables to meet the tri-service professional photographic requirement in its entirety.

United Kingdom-Bristol: Photographic services

2018/S 049-109410

Contract notice


Directive 2009/81/EC

Section I: Contracting authority/entity

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

Ministry of Defence, Land Equipment, Dismounted Close Combat (DCC)
MOD Abbey Wood, Elm 3C #4325
Contact point(s): Nick Clarke
BS34 8JH Bristol
United Kingdom
Telephone: +44 3067937585

Internet address(es):

General address of the contracting authority/entity:

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/entities

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:

Enabling Arrangement for MOD Photographic Support

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

A combination of these
Main site or location of works, place of delivery or of performance: Bristol, City of.

NUTS code UKK11

II.1.3)Information on framework agreement

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Duration of the framework agreement

Duration in years: 2
Justification for a framework agreement, the duration of which exceeds seven years: N/A.

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

Estimated value excluding VAT:
Range: between 8 000 000 and 16 000 000 GBP

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

Photographic services. Enabling arrangement for MOD photographic support.

II.1.6)Common procurement vocabulary (CPV)


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


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:

The Ministry of Defence wishes to appoint a prime contractor and establish an enabling arrangement for the provision and support of photographic/imaging equipment and consumables to meet the tri-service professional photographic requirement in its entirety. This requirement covers photographic and imaging equipment [e.g. cameras, lenses, lighting and tripods], consumables [e.g. photo paper, chemicals, and inks], ancillary equipment [e.g. batteries and bags], post production hardware and software [e.g. printers and IT], and audio-visual equipment [e.g. camcorders and projectors].The services will include:
— The supply of the above equipment via a consumable/disposable and hardware/repairable (capital equipment) e-catalogue and MOD Contracting, Purchasing and Finance system (CP&F). The contractor will be required to supply equipment to the MoD within readiness timescales.
— The provision of a technical helpline and email address to provide advice and enable the support authority to log unserviceable equipment and arrange for repairs or replacement of unserviceable equipment.
— The short term hire of photographic equipment.
— The repair /maintenance of current in service professional photographic equipment [e.g. cameras, lenses, camera /lens cleaning printers, software and IT].
— Completion of Ad-Hoc tasks, these could include but are not limited to the provision of training packages, software updates and disposal of equipment including secure hard drives.
All the above is to include customer support and technical support to the MoD. The contract shall have a total duration of two years with Options to extend for a further 2 years.
There will be a requirement for contractor’s technicians to work on MOD sites during the arrangement. All contractor personnel that require access to MOD sites to discharge their duties will require as a minimum SC vetting level unless the following all of the alternative criteria are met:
— they currently hold Baseline Personnel Security Standard (BPSS) and full Counter Terrorism Check (CTC),
— their SC vetting level has been applied for,
— Prior written approval for them to take up their duties from the authority.
The authority intends to allow other UK public sector bodies to utilise the consumable /disposable e-catalogue. The invitation to tender and any resulting contract will therefore facilitate all units and establishments of the Ministry of Defence and any other UK government department or contracting authority.
The estimated value of the contract is expected to fall within a range between 8 000 000 GBP to 16 000 000 GBP. Please note that while the indicative values stated in this advert are realistic predictions of the estimated spend of this contract, this is an enabling arrangement and as such there is no guaranteed minimum level of spend.
An indicative estimated breakdown of the spending under this contract is as follows:
— new equipment procurement 30 %,
— consumables 25 %,
— repairs and maintenance 15 %,
— lease of equipment 25 %,
— other government departments 5 %.
The process of awarding the contract shall be as follows:
1— Requests to participate are invited from all suppliers who believe they can meet this requirement. Interested suppliers are required to complete the PQQ to provide the authority with the mandatory information necessary to ensure suppliers are eligible to tender for the requirement. In order to access the PQQ suppliers must log in to, go to your response manager and add the following Access Code: U83X2F52G3
2— The Invitation to Tender (ITT) will be submitted to suppliers who pass the PQQ. The ITT will require tenderers to submit detailed costed proposals explaining how they intend to meet our requirement. The assessment of responses will use the evaluation criteria specified in the ITT (this will include but not be limited to factors such as compliance with requirements, cost, responsiveness and technical capability) to identify the most economically advantageous tender. The compliant Tenderer who achieves the highest score shall be awarded the contract.
Potential suppliers who wish to tender for this requirement must complete the PQQ and submit it not later than 23:59 on Monday 16.4.2018.
Estimated value excluding VAT:
Range: between 8 000 000 and 16 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: There will be 2 options, each option shall allow the contract to be extended for a period of 12 months, this will give the contract a maximum duration of 4 years.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)

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: 24 (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:

Electronic trading:

— Potential suppliers must note the mandatory requirements for electronic trading using the Contracting, Purchasing & Finance (CP&F) electronic procurement tool. All payments for contractor deliverables under the contract shall only be made via CP&F. You can find details on CP&F at

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

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
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


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

Envisaged minimum number 3
Objective criteria for choosing the limited number of candidates: Suppliers wishing to participate in tendering for this requirement must pass the 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 has been used: no
IV.3)Administrative information

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


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


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

16.4.2018 – 23:59
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


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:

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

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

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: U83X2F52G3.
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 or Telephone 0800 282 324

GO Reference: GO-201838-DCB-12035434

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, Land Equipment, Dismounted Close Combat (DCC)
Abbey Wood,, ELM 3c | #4325
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:



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