Tender for Provision of Visa Services to UK Border Agency (Including Courier and Document Management)

Tender for Provision of Visa Services to UK Border Agency (Including Courier and Document Management)

International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally. These services include (but are not limited to): biometric services; courier services and document handling services.

UK-London: administration services

2012/S 232-381973

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Home Office/UKBA/International Operations and Visas
2 Marsham Street Seacole Building 2nd Floor NE
For the attention of: Attn: NGOV Procurement Team: Victor Odubanjo/Moira Barrett
SW1P 4DF London
UNITED KINGDOM
Telephone: +44 2070351970 / 2081964306
E-mail: nextgenvisas@homeoffice.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://www.ukba.homeoffice.gov.uk

Address of the buyer profile: http://www.ukba.homeoffice.gov.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
General public services
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:
Provision of Visa Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Globally.
NUTS code
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)
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally. These services include (but are not limited to): biometric services; courier services and document handling services.
The scope of the contract will enable the provision of visa application services globally.
The Contracting Authority intends to award contracts for 5 years with options to extend for 2 + 2 years.
The procurement requirement is expected to be delivered in 2 phases.
Phase 1 is the Application Process performed in Visa Application Centres from 1.4.2014.
Services requirements in phase 1 are:
— Application and biometric services,
— Biometric enrolment,
— Document registration,
— Interview booking and facilities and,
— Courier services packages.
Phase 2 will potentially be Document Management Services (document handling process) performed in overseas and in-country document handling centres from 1 April 2016, services requirements in phase 2 include:
— Assessment of application documents,
— Examination and authentication,
— Document scanning,
— Document storage,
— Vignette/refusal notice printing/Biometric Residency Permit cards and,
— Courier Service – Document dispatch to VAC/Applicant.
UKBA reserves the right to make the contract available to other parts of the Home Office and other government departments.
II.1.6)Common procurement vocabulary (CPV)

75100000, 64100000, 66172000, 72313000, 75130000, 79500000

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:
UKBA invites expressions of interest for the provision of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI (PQQ) and/or in the RFP (ITT).
Estimated value excluding VAT:
Range: between 395 000 000,00 and 700 000 000,00 GBP
II.2.2)Information about options
Options: yes
Description of these options: Award of 5 years contract with options to extend for 2 years, and further extend for another 2 years.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Africa

1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 79500000, 66172000, 64100000, 72313000, 75130000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI(PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 65 000 000,00 and 116 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Americas and Asia-Pacific
1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 72313000, 75130000, 66172000, 79500000, 64100000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI(PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 76 000 000,00 and 137 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: China and Taiwan
1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 66172000, 64100000, 72313000, 79500000, 75130000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI(PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 21 000 000,00 and 36 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 4 Lot title: Euro-Med
1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 72313000, 66172000, 75130000, 79500000, 64100000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI (PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 145 000 000,00 and 259 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 5 Lot title: Gulf and Pakistan
1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 75130000, 79500000, 66172000, 72313000, 64100000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI(PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 48 000 000,00 and 83 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 6 Lot title: South Asia
1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 75130000, 79500000, 72313000, 66172000, 64100000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI(PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 33 000 000,00 and 55 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 7 Lot title: Canada
1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 75130000, 72313000, 64100000, 66172000, 79500000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI(PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 3 000 000,00 and 6 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots
Lot No: 8 Lot title: Australia
1)Short description
International Operations and Visas Directorate is seeking commercial partners to provide a range of services related to the provision and management of visa application and associated services globally.
These services include (but are not limited to): biometric services; courier services; and document handling services.
2)Common procurement vocabulary (CPV)

75100000, 79500000, 66172000, 72313000, 75130000, 64100000

3)Quantity or scope
UKBA invites expressions of interest for the provisions of a wide range of services related to the provision and management of visa application and associated services globally.
Further details will be contained in the RFI(PQQ) and/or in the RFP(ITT).
Estimated value excluding VAT:
Range: between 4 000 000,00 and 8 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
To be advised in the Request for Proposal (ITT).
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
To be advised in the Request for Proposal (ITT).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint and several liability.
To be advised in the Request for Proposal (ITT).
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: UKBA will pre-qualify and shortlist potential bidders expressing an interest within each of the named UKBA regions. Potential bidders should note that the number of bidders shortlisted may vary depending on the level of interest and volume of business within each region.
The Home Office uses an eSourcing toolkit to enable its sourcing activities to be conducted over the internet. Any organisation intending to submit an expression of interest must be registered as a supplier with the Government Procurement Services – GPS eSourcing Portal.
To register your details at https://gpsesourcing.cabinetoffice.gov.uk by clicking on the “Register for GPS eSourcing” link on the portal homepage, in order to be invited to participate in tender for the NGOV requirement.

The entire process should take no more than 10 minutes. Passwords are issued via e-mail, normally within 1 working day. Please contact GPS eSourcing Help Desk for support in completing the online registration process; call +44(0)345 0103503 or e-mail: Supplier@gps.gsi.gov.uk.

Registered organisations must email: nextgenvisas@homeoffice.gsi.gov.uk to request an invitation to the event.

Additionally in advance of organisations being invited to the Request for Information (RFI), the Authority requires that before any information can be released a Non Disclosure Agreement (NDA) needs to be signed and returned to UKBA. Once registered on the GPS portal and an email sent to nextgenvisas@homeoffice.gsi.gov.uk, organisations will then be linked to the event entitled HO_UKBA_Next Generation VISA NDA to receive access to the NDA.

Organisations intending to submit an expression of interest must send an e-mail to nextgenvisas@homeoffice.gsi.gov.uk any time up to, but no later than “Friday 14.12.2012 (11:00) GMT”. The e-mail should be entitled “NGOV Project – RFI” and contain the following details: your organisation’s name, your preference of organisation entity*, your contact name, e-mail address and telephone number. You will receive a separate e-mail notification once the event has been launched and guidance on how to use the toolkit will be available at this time.

*Sole provider, joint venture, consortium or combinations of entity.
General eligibility and suitability to be invited to tender will be considered and applicants will therefore be required to provide a statement within their pre-qualification questionnaire (PQQ) as to whether any of the circumstances (relating to mandatory and discretional grounds for exclusion) described in Regulation 23 of the Public Contracts Regulations 2006 apply. Revenue compliance checks will be undertaken throughout the tendering exercise. UK applicants will be required to provide their tax reference numbers: i.e. Value Added Tax registration number, PAYE collection reference and Corporation Tax or Self Assessment reference as applicable. Overseas or non-UK applicants will be required to submit a certificate of tax compliance obtained from the country in which they are resident for tax purposes. Applicants unable to demonstrate an acceptable revenue compliance record may be excluded from tendering or from further participation in the tendering exercise. If a company is a subsidiary, or a member of a group, the above details may also be required in respect of the parent company or other group members.

III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The information and formalities necessary to assess whether a bidder qualifies to receive an invitation to tender (RFP) are contained in the request for information (PQQ) questionnaire.
Minimum level(s) of standards possibly required: To be advised in the Request for Information (PQQ).
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
To be advised in the Request for Information (PQQ).
The information required to demonstrate compliance with the minimum standard for reliability having regard to past performance is set out below.
(1) The bidder must supply a list comprising a statement of all the relevant principal goods sold and/or services provided in the previous 3 years by the entity or entities specified in A or B below.
“Relevant” goods and/or services are:
1. Supply or Provision of Visa Services.
2. Post or Courier services
3. Financial transaction processing and clearing house services
4. Data capture services
5. Office Support services
6. Biometric capture services.
Any reference to a “bidder” or “entity” includes reference to a consortium, where relevant, whether or not the consortium has a legal personality.
The criteria by reference to which the principal goods and/or services have been identified should be stated by the bidder.
A. The list referred to above must include contracts under which relevant goods and/or services have been provided by the bidder.
— Where the bidder is an entity that is continuing an undertaking or undertakings (or any part of an undertaking or undertakings) which were previously conducted by one or more other entities (each a “predecessor entity”), the list of such contracts must include the contracts under which relevant goods and/or services were provided by each predecessor entity.
B. Alternatively, where the bidder may rely on other entities (including, in the case of a consortium, members of the consortium) to enable it to perform the contract, save as specified below the list must:
(i) describe the function that each such other entity will perform under the contract to be awarded, and
(ii) include at least contracts in respect of relevant goods and/or services provided by the bidder (or a predecessor body) and contracts in respect of relevant goods and/or services provided by any other entity (including any member of the consortium) on which the bidder may intend to rely to enable it to perform the contract.
Where the bidder is an entity which has been formed for the particular purposes of bidding for the contract the subject of this Notice, the bidder may comply with paragraph B(ii) above by including in its list contracts under which relevant goods and/or services were provided by those entities on whom the bidder will rely to perform the contract (or their predecessor entities), instead of the bidder itself.
Where it is envisaged that the bidder will rely on one or more sub-contractors to enable it to perform the contract to be awarded to be performed:
— in so far as any sub-contractor has not been appointed, the list should describe the function that sub-contractor will perform but need not include any contract by such a sub-contractor, and,
— in so far as the anticipated value of any particular sub-contract is less than 5 per cent of the total contract value, the bidder need not comply with the requirements in B(ii) above in relation to that particular sub-contract.
(2) The bidder must also provide:
(a) certificates as referred to in Question G8 of the NGOV RFI – Evaluation and Sift Guidance from those to whom goods and/or services on the list are to provided;
(b) if any such certificate cannot be obtained, an explanation of the steps taken to obtain it and why it is not available and a certificate (in the same form) from the entity that provided the goods and/or services instead;
(c) if the certificate does not state that the goods and/or services have been provided satisfactorily in accordance with the terms of the contract in question, information to show that any reason why they were not so provided will not recur in the performance of the contract to be awarded.
(3) In considering whether it is satisfied that the minimum standard for reliability based on past performance is met, the Authority reserves the right to verify the information required and to require the bidder/consortium to clarify or supplement it.
Minimum level(s) of standards possibly required:
Any bidder/consortium must meet the minimum standard in relation to reliability based on past performance.
The minimum standard for reliability having regard to past performance is that the Authority is satisfied that the contracts required on the list to be provided have been satisfactorily performed in accordance with their terms or, where that has not occurred, the reason or reasons why that has not occurred in relation to any such contract, will not recur in the performance of the contract to be awarded. The Authority will assess whether or not this minimum standard is met at the initial selection stage. In addition the Authority will also re-assess whether this minimum standard is met prior to shortlisting, the granting of preferred bidder status, and/or the conclusion of the contract.
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
Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: Top 5 Suppliers for each region who meet the minimum score as detailed in NGOV RFI – Evaluation and Sift Guidance document.
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: yes
Additional information about electronic auction: The Contracting Authority reserves the right to include an electronic auction as part of the tender process.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
NGOV Project 2012
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

of 29.2.2012

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
7.1.2013 – 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
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

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 Home Office uses an eSourcing toolkit to enable its sourcing activities to be conducted over the internet. Any organisation intending to submit an expression of interest must be registered as a supplier with the Government Procurement Services eSourcing Portal. To register, visit the portal’s login page at https://gpsesourcing.cabinetoffice.gov.uk by clicking on the Register for GPS eSourcing link on the portal homepage, in order to be invited to participate. The entire process should take no more than 10 minutes Passwords are issued via e-mail, normally within 1 working day.

For technical assistance on use of the e-Sourcing Suite please contact Government Procurement Service Helpdesk: + 44 3450103503 or email: supplier@gps.gsi.gov.uk.

Additionally in advance of organisations being invited to the Request for Information (RFI), the Authority requires that before any information can be released a Non Disclosure Agreement (NDA) needs to be signed and returned to UKBA. Once registered on the GPS portal and an email sent to nextgenvisas@homeoffice.gsi.gov.uk, organisations will then be linked to the event entitled HO_UKBA_Next Generation VISA NDA to receive access to the NDA.

Once registered, organisations should email the nextgenvisas@homeoffice.gsi.gov.uk following registration. The email should be entitled ‘NGOV Project – RFI’ and contain the following details: your organisation’s name(s), your preference of organisation entity*, your contact name, e-mail address and telephone number any time up to, but no later than Friday 14.12.2012 (11:00)GMT”.

*Sole provider, joint venture, consortium or combinations of entity.
If your organisation is proposing to submit bids under more than one entity i.e. as a Sole Provider and Joint Venture you will need to ensure that your organisation is multi-registered on the eSourcing portal.
For example; ‘NGOV PLC’ may wish to place bids as a Sole Provider and as part of a Joint Venture. In order for us to evaluate and distinguish between the different bids, ‘NGOV PLC’ would need to register again on the portal as ‘NGOV PLC JV’ and ‘NGOV PLC SP’.
If your organisation is only proposing to place a single bid type i.e. as either a Sole Provider, Joint Venture or Consortium you have NO need to multi-register on the e-Sourcing portal but must inform us of which entity you will be responding under.
Organisations who have complied with the foregoing will receive details of how to access and complete the online request for information (RFI).
RFI clarification request must be submitted no later than 18.12.2012 (11:00) GMT.
The online RFI must be fully completed no later than 7.1.2013 (11:00) GMT. Any expressions of interest not submitted in the required form (or containing the requested information) may be rejected. If, however, you believe that there are reasons as to why you would be unable to use the e-Sourcing service, please let us know by e-mailing nextgenvisas@homeoffice.gsi.gov.uk and supplier@gps.gsi.gov.uk and we will consider how best to overcome your difficulties.

The Authority is not responsible for any bidding costs incurred by interested suppliers in respect of this competition.
The Authority reserves the right to:
— abandon the competitive process and not award any contract,
— award more than one contract,
— make any changes it sees fit to the competitive process,
— remove and/or amend element(s) from the scope of the requirements; and,
— accept any tender unless the bidder expressly stipulates otherwise.
Bidders should note that the Authority regards evaluation of tenders as a continuous process right up to award of contract. Due consideration will be given to any relevant factors that come to light during this process and further information may be sought at any time.
In the event of an unsatisfactory finding at any stage in the evaluation process, the Authority reserves the right to disqualify the organisation concerned from the competition without compensation.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Body responsible for appeal procedures

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 calendar day standstill period at the time the award of contract(s) is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the Authority before the contract(s) is entered into. Such additional information should be requested from the address at I.1.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:29.11.2012

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