Worldwide Port Agency Services for Ministry of Defence

Worldwide Port Agency Services for Ministry of Defence

Provision of world-wide Port Agency Services on demand to the Authority’s seagoing and associated Units operating both outside of UK territorial waters and in UK commercial ports.

United Kingdom-Portsmouth: Marine services

2015/S 169-308808

Contract notice

Services

Directive 2009/81/EC

Section I: Contracting authority/entity

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

Ministry of Defence, C & C, Defence Marine Services (DMS)
Room 302, Building 1/080, PP73a, Jago Road, HMNB Portsmouth
Contact point(s): DefComrclCC-Navy5
For the attention of: Sara Abbott
PO1 3LU Portsmouth
UNITED KINGDOM
Telephone: +44 2392720753
E-mail: defcomrclcc-navymailbox@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

Other: Port Agency Services and Marine Logistical Support Services

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:

Provision of worldwide Port Agency Services for the Authority’s seagoing and associated Units, to include support to PJHQ where necessary.

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

Services
Service category No 3: Defence services, military defence services and civil defence services

NUTS code UKJ31

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):

Marine services. Port management services. Marine-base support services. Translation services. Medical practice and related services. Postal and telecommunications services. Berthing services. Generators. Administration services. Provision of world-wide Port Agency Services on demand to the Authority’s seagoing and associated Units operating both outside of UK territorial waters and in UK commercial ports and the provision of maritime logistical support services, to include support to PJHQ where necessary. It is the intention of any contract to apply the principles of partnering through collaborative working and open and fair contract management using key performance indicators (KPIs) to measure performance.

II.1.6)Common procurement vocabulary (CPV)

98360000, 98362000, 98362100, 79530000, 85120000, 64000000, 63723000, 31120000, 75100000

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
The successful tenderer is obliged to specify which part or parts of the contract it intends to subcontract beyond the required percentage and to indicate the subcontractors already identified

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:

Provision of firm price 6 year contract with 2 x 2 year optional periods for delivery of world-wide Port Agency Services on demand to the Authority’s seagoing Units 24 hours/7 days a week/365 days a year operating both outside of UK territorial waters and in UK commercial ports. In addition, provision of maritime logistical support services and support as required to other Units via, where possible, regionally based Agents, including support to PJHQ as necessary.
Provision of services to Units will predominantly be required during planned port visits. However, operational requirements may dictate that certain services are required as a Unit transits or lays at anchor, outside of territorial waters.
The scope of the service requirement is headlined below, but is not exhaustive. These may be required pre-arrival and post departure and continue throughout the port visit. A full list of services will be annotated in the Statement of Requirements issued at the Invitation to Tender Stage.
— Berthing allocation;
— Provision of pilots, tugs and moorings;
— Provision of lock and canal transit support;
— Provision of bething facilities, berthing parties, boat parties and buoy jumpers;
— Provision of gangways, booms, pontoons and fenders;
— Provision of liberty boat and landing facilities for personnel and 3equipment if Unit at anchor or secured to buoys;
— Supply of power generation (generators and power supplies);
— Facilitation of Customs clearance for the Unit;
— Facilitation of Customs clearance of goods inwards;
— Collection, delivery and safe stowage of goods inwards/outwards;
— Liaison with in-country UK diplomatic and host nation immigration officials to ensure the smooth arrival of the Unit with minimal problems;
— Collection, safe storage and delivery of mail, stores and equipment;
— Collection from Unit and shipment to the UK of mail, stores and equipment;
— Arranging and funding of hotel accommodation of the standard regulated by the Nominated Point of Contact;
— Meet/Greet and transport of personnel to and from the airport to Unit or hotel;
— Purchase of flight/ferry tickets;
— Purchase and arranging delivery of food, catering provisions and bottled water including in-country customs clearnace, where the primary contractor is unable to supply in accordance with their contractual obligations;
— Scoping/ local purchase of low value, low risk items and delivery of stores and equipment;
— Arranging for the collection, safe stowage and secure delivery of cash;
— Force Protection facilities (usually consisting of a single-height barrier of containers, chicane road access).
— Provision or hire of Contractor owned vehicles, crane and other plant hire equipment;
— Disposal facilities for food, refuse, black and grey water, oily waste, ash (inert and non-hazardous), clinical waste, hazardous waste and medical waste;
— Provision of divers and diving support;
— Provision of handbooks, guides, maps and other relevant visitor information;
— Assist crew with communictaion needs (i.e. possible provision of telecommunication cards);
— Provision of land lines, facilities for wifi (not PAYG) and by exception, mobile telephones;
— Provision of potable water;
— Supply of refridgerated containers;
— Facilitation of medical and dental care services as required;
— Arrangement of laundry facilities;
— Supply of cleaners, painters and other manpower as required by the Unit;
— Facilitiation of engineering, ship husbandry, maintenance and Unit repair support as required;
— Provision of bunkers, petroleum and aviation fuel;
— Handling of fuel samples and assurance of correct packing for air shipment in accordance with United Nations Recommendations on the Transport of Dangerous Goods (UNRTDG).
— Provision of marine charts and port terminal maps;
— Provision of language translators as required;
— Provision of air compressors, chilled water plants, forced cooled air plants and associated equipment;
— Tank and engineer room cleaning (specifically for RFAs).
— Repatriation of personnel;
— Dispatch of equiment/processing of mail (post departure)
— Nomination of local shipping agent, and where appropriate sub-contractors to co-ordinate delivery of goods and services;
— Liaison with Naval and Defence Attaches, port authorities, Customs & Excise departments and Immigration services;
— Attendance at planning meetings as requested by the Authority;
— Attendance at reconnaissance visits, with provision of assistance, as required;
— Provision of interface between Contractor and Nominated Point of Contact;
— Secure delivery of cash to Units (in local currency) following receipt of funding from the Authority, or, in exceptional circumstances — for short-notice contingencies or when funds are not received in time — an advance of cash facility. (A fluent English speaking point of contact for the nominated agent for cash delivery/collection is to be provided);
— Secure collection of unused cash.
Mandatory requirements
Applicants will be either X-Listed or willing to obtain X-list status prior to contract award date.
Applications will be considered from overseas suppliers only where the company maintains a permanent UK presence.
No business whatsoever is guaranteed under any contract indeed there is no guarantee that any contract will be put in place in relating to this notice. No compensation etc. will be paid if a tender or resulting contract is withdrawn for any reason. Bidders should take part in this process only on the basis that they fully understand and accept this position.
In addition to the services outlined above, the bidder may be required to provide support to non operational exercise requirements. Any such requests will be articulated in advance by the approving authority. Potential tenderers should be aware that some Capital Investment may be required during the life of the contract to enable them to fulfil the requirements.
Please note that CPV codes at II.1.6 are not exhaustive due to the multitude of services required.
Estimated value excluding VAT:
Range: between 350 000 000 and 385 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: 2 x 2 year options which will be exercised at the Authority’s request. The estimated value of each option period is within the range of 70 000 000-77 000 000 GBP. Options will be exercised, dependant upon the satisfactory demonstration of value for money and continuous improvement measures achieved in the previous years of the contract and in accordance with the Terms and Conditions of the contract, at the discretion of the Authority, 3 — 6 months prior to contract or option end date.
Provisional timetable for recourse to these options:
in months: 72 (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

Starting 1.11.2016. Completion 31.10.2022

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent Company guarantee or a Bank Bond may be required prior to Contract Award. The ITT will advise.

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

The Contract will be subject to Purchase to Payment (P2P) System. Payment terms and conditions will be included within the ITT.

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

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 in the UK before entering into the contract.

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:

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

Electronic Trading — Potential suppliers must note the mandatory requirement for electronic trading using the Ministry of Defence’s standard Purchase to Payment (P2P) system operating under the Defence Electronic Commerce system at www.d2btrade.com The Contractor shall be required to sign DEFFORM 30 (Electronic Transaction Agreements) and unconditionally accept DEFCON 5J (Unique Identifiers), DEFCON 129 (The use of Electronic Business Delivery Form), and DEFCON 522J (Payment under P2P).

III.1.5)Information about security clearance:

Candidates which do not yet hold security clearance may obtain such clearance until: 31.10.2016
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.
The Authority will apply DSPCR 2011 Part 4, Selection of Economic Operators – Clause 23, Criteria for the rejection of economic operators; Clause 24, Information as to economic and financial standing and Clause 25, Information as to technical and professional ability.
A declaration of good standing will be sought in the Dynamic Pre-Qualification Questionnaire (DPQQ).

III.2.2)Economic and financial ability

Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from the economic operator’s bankers 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) where appropriate, a statement, covering the three previous financial years of the economic operator, of:(i) the overall turnover of the business of the economic operator; and (ii) where appropriate, the turnover in respect of the work, works, goods or services which are of a similar type to the subject matter of the contract.
The Authority will apply DSPCR 2011 Part 4, Selection of Economic Operators — Clause 24, Information as to economic and financial standing.

Criteria regarding the economic and financial standing of subcontractors (that may lead to their rejection)

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply DSPCR 2011 Part 4, Selection of Economic Operators — Clause 24, Information as to economic and financial standing.

III.2.3)Technical and/or professional capacity

Criteria regarding the technical and/or professional ability of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met:
(a) in the case of a supply contract requiring the siting or installation of goods, a services contract or a works contract, the economic operator’s technical ability, taking into account in particular that economic operator’s skills, efficiency, experience and reliability
(b) a list of works carried out over the past five years together with (unless the contracting authority specifies that the following certificate should be submitted direct to the contracting authority by the person certifying) certificates of satisfactory completion for the most important of those works indicating in each case: (i)the value of the consideration received; (ii)when and where the work or works were carried out; and (iii)specifying whether they were carried out according to the rules of the trade or profession and properly completed
(c) a statement of the principal goods sold or services provided by the supplier or the services provider in the past five years, or during a shorter period if necessary, and: (i) the dates on which the goods were sold or the services provided; (ii) the consideration received; (iii) the identity of the person to whom the goods were sold or the service were provided; (iv) any certificate issued or countersigned by that person confirming the details of the contract for those goods sold or services provided; and (v) where — (a)that person was not a contracting authority, and (b)the certificate referred to in sub-paragraph (c)(iv) is not available, any declaration by the economic operator attesting the details of the goods sold or services provided
(d) a statement of the technicians or technical services available to the economic operator to: (i) carry out the work under the contract, or (ii) be involved in the production of goods or the provision of services under the contract, particularly those responsible for quality control, whether or not they are independent of the economic operator
(e) a statement of the economic operator’s: (i) technical facilities; (ii) measures for ensuring quality; (iii) study and research facilities; and (iv) internal rules regarding intellectual property
(f) a check carried out by the contracting authority or on its behalf by a competent official body of the member State in which the economic operator is established: (i) on the technical capacity of the economic operator; and (ii) if relevant, on the economic operator’s study and research facilities and quality control measures
(g) in the case of works contracts, services contracts or supply contracts also covering siting and installation operations or services, the economic operator’s educational and professional qualifications where the economic operator is an individual and: (i) if any, those of the economic operator’s managerial staff; and (ii) those of one or more persons who would be responsible for providing the services or carrying out the work or works under the contract
(h) the environmental management measures, that the economic operator is able to apply when performing the contract, but only where it is necessary for the performance of that contract
(i) a statement of the services provider’s or contractor’s average annual number of staff and managerial staff over the previous three years
(j) a description of the tools, material, technical equipment, staff numbers, know-how and sources of supply (with an indication of their geographical location when it is outside the territory of the EU) available to the economic operator to perform the contract, cope with any additional needs required by the contracting authority as a result of a crisis or carry out the maintenance, modernisation or adaptation of the goods covered by the contract
(k) any samples, descriptions and photographs of the goods to be purchased or hired under the contract and certification of the authenticity of such samples, descriptions or photographs
(l) certification by official quality control institutes or agencies of recognised competence, attesting that the goods to be purchased or hired under the contract conform to standards and technical specifications (within the meaning of regulation 12(1)) identified by the contracting authority
(m) in the case of contracts involving, entailing or containing classified information, evidence of the ability to process, store and transmit such information at the level of protection required by the contracting authority
(n) a certificate: (i) attesting conformity to quality management systems standards based on the relevant European standard; and (ii) from an independent accredited body established in any member State conforming to the European standards concerning accreditation and certification
(o) any other evidence of conformity to quality management systems standards which are equivalent to the standards referred to in sub-paragraph (n)(i)
The Authority will apply DSPCR 2011 Part 4, Selection of Economic Operators — Clause 25, Information as to technical and professional ability.

Criteria regarding the technical and/or professional ability of subcontractors (that may lead to their rejection)

Information and formalities necessary for evaluating if the requirements are met:
The Authority will apply DSPCR 2011 Part 4, Selection of Economic Operators — Clause 23, Criteria for the rejection of economic operators; Clause 24, Information as to economic and financial standing and Clause 25, Information as to technical and professional ability.

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: Down selection through Dynamic Pre Qualification Questionnaire (DPQQ).
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:

FLEET/00459

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

Notice on a buyer profile

Notice number in the OJEU: 2014/S 167-297930 of 2.9.2014

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

6.10.2015 – 09:00

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

10.11.2015

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: yes
Estimated timing for further notices to be published: 2 years prior to contract end date.

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.

On 2.4.2014 the Government is introduced its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this was 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

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

This contract may be subject to evaluation by an evaluation tool.
In addition to the currency of GBP stated at paragraph II.2.1 — Total quantity or scope — please note that currencies EURO and US$ will apply.
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 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: ZV3E69R578. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 6.10.2015 16:00. 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-2015828-DCB-6993613.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, C&C, HMNB Portsmouth
Room 302, Bldg 1/080, JagoRoad, HMNB Portsmouth
PO1 3LU Portsmouth
UNITED KINGDOM
E-mail: defcomrclcc-navy1@mod.uk
Telephone: +44 2392725184

Body responsible for mediation procedures

Ministry of Defence, C&C, HMNB Portsmouth

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, HMNB Portsmouth

VI.5)Date of dispatch of this notice:

28.8.2015

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