AESP and Technical Documentation Support Contract

AESP and Technical Documentation Support Contract

Technical author services. The contract will provide the Authority with relevant Subject Matter Expertise, authorship and stakeholder engagement activities to complete and update publications and documents that are within the Operational Support Programme’s Output Delivery Teams.

United Kingdom-Bristol: Technical author services

2013/S 150-261111

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Operational Support Programmes – Programme Management Office, DE&S
Spruce 3b, #1309, MOD Abbey Wood
For the attention of: David Pembry
BS34 8JH Bristol
UNITED KINGDOM
Telephone: +44 3067935963
E-mail: desleosp-pgmo-comrcl-snrmgr@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:

AESP and Technical Documentation Support Contract.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
NUTS code UKK11

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: 3
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 737 000 GBP

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

Technical author services. The contract will provide the Authority with relevant Subject Matter Expertise, authorship and stakeholder engagement activities to complete and update publications and documents that are within the Operational Support Programme’s Output Delivery Teams (Operational Infrastructure Programmes and Operational Support Vehicles Programmes). These will include (i) Core activities across a number of platforms managed by output delivery teams within the Authority and (ii) the facility to undertake ad-hoc tasks as required, these would be based on fixed rates agreed within the contract and may range from an upload of a single Document onto Tech Docs On-Line (TDOL) to providing independent assessment of the validity of current documentation and providing any subsequent rectification work to ensure the document remains valid.
II.1.6)Common procurement vocabulary (CPV)

92312213

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: 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 Operational Support Programmes acquire and support a wide portfolio of equipment and services, divided into two areas: the Operational Infrastructure Programme (OIP, previously Deployable Infrastructure (DI) and Expeditionary Campaign Infrastructure (ECI)) and the Operational Support Vehicles Programme (OSVP, previously Service Provision (SP) and Specialist & Logistic Vehicles (SLV)). OIP manages campaign infrastructure equipment, elements of which include infrastructure, utilities and specialist tools and equipment (STE). OSVP manages a range of specialist, conventional and logistic vehicles, some of which are provided as services through the Private Finance Initiative.
OIP and OSVP are responsible for ensuring that the equipments are acceptably safe to use and have the requisite documentation to maintain their safe operation in place and readily available to the UK Armed Forces within the UK and operating in Operational Theatres worldwide. This is a through-life activity that requires technical documentation to be assessed and validated for its accuracy to comply with current legislation within operational parameters. If during periodic reviews updates are identified (generally on an annual basis), these emergent issues will be presented to the Authority for management, where appropriate through the Ad-hoc tasking route under this contract.
OSP output delivery teams OSVP and OIP currently sponsor circa 3000 separate Army Equipment Service Publications (AESPs) covering over 600 individual equipments. The scope excludes those equipments whose publications are already covered under alternative contractual arrangements (such as PFI and CfA/CLS). Independent audits have been undertaken that have indicated the number of potential amendments, and since recent re-organisation, a larger number of minor amendments have been indentified, such as sponsor name, UIN and Bin Number changes on all OSP AESP documents.
Tasking
The contract will be made up of two distinct elements;
Annual Core activities;
1. Review and update OSP AESP database.
2. Provide a plan for the annual assessments of AESP holdings.
3. Conduct the Annual AESP holdings assessment.
4. Provide a rolling feedback to OSP of any issues on a quarterly basis.
Ad Hoc Tasking
The contract will include the facility to undertake ad-hoc tasks as required, these would be based on fixed rates agreed within the contract and may range from document upload onto TDOL to providing full re-write, endorsement and upload of multiple AESPs.
The OSP Programmes team will undertake the initial startup steps for any new procurement work that is undertaken, it is envisaged that this facility will be used to support this additional work.
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (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:

Not Applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Not Applicable.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Not Applicable.
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: Not Applicable.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The Authority intends to run a combined Expressions of Interest and PQQ type advert. This means that full assessment of each company’s financial capacity to meet this requirement will form part of the ITT marking scheme. Full details of that marking will be provided with the ITT.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The Authority intends to run a combined Expressions of Interest and PQQ type advert. This means that full assessment of each company’s technical capacity to meet this requirement will form part of the ITT marking scheme. Full details of that marking will be provided with the ITT. There are a small number of questions that need to be answered and evidence provided as part of the EOI which will inform which companies will receive an invitation to Tender. A full explanation of those questions and the associated marking scheme is at IV.2.1 Award Criteria point 1.
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

Objective criteria for choosing the limited number of candidates: The EOI/PQQ will be marked as below:
AESP and Tech Docs Support Contract EOI Questions and Associated Marking Scheme.
1. Company Organisation and Personnel Experience including Recent Land Equipment Experience.
a. Please list those key personnel you will provide/make available to the Authority under this arrangement. The list must clearly state their qualifications, any relevant internal and external training they have completed in the last 24 months and an overarching statement explaining how your company will ensure those listed individuals will maintain the stated levels of competence (i.e. continuous professional development) – 10 Marks
b. Please state for each of the personnel listed under 1A their specific experience within the Defence Land Equipment environment – 5 Marks
c. Please state for each of the personnel listed under 1A their specific experience of using and working with Tech Docs Online – 5 Marks
d. Please state those individuals listed under 1A who would operate within a Project lead type role and provide evidence to demonstrate their experience across the whole field to effectively control the project as it develops. – 5 Marks
e. Please provide an organisational structure, hierarchy, an explanation of where the personnel listed at 1A fit into the organisation and a brief explanation of your company’s governance arrangements – 10 marks
f. Please provide evidence of how your company would be able to deal with surges in workloads, unforeseen urgent activities that may occur and also how to deal with specific legislative issues that may arise – 5 Marks
g. Please provide evidence which demonstrates your company’s involvement with land equipment within the MoD relevant to the category of work. For this requirement that would mean specific recent experience within the Operational vehicles and Operational Infrastructure environment – 10 Marks
2. Current AESP Tech Docs Management Techniques
a. Please provide evidence of AESP assessment and re-writing work completed within the Land Equipment iaw LEOC policy documents. Evidence must clearly demonstrate which policy documents it has to and to what level. (i.e. application in difference CADMID phases – 25 Marks
b. Please provide evidence of how you have managed multiple stakeholders to deliver programmes to Performance Cost and Time targets. Evidence must clearly demonstrate the different areas of stakeholder engagement, working with the different types of stakeholder inputs, the different types of systems (DSTAN, JAMES, LOG NEC FRACAS) and providing accessible information ideally though an Electronic Shared Area. – 25 Marks
3. Tech Docs On-Line (TDOL) License/Access (Mandatory Pass/Fail Criteria)
(Pass/Fail Criteria, failure to provide an adequate answer to a Pass/Fail Criteria question will render your EOI Non-Compliant and your company will not be Invited to Tender)
a. Please confirm that either your company has TDOL access to facilitate the accessing and uploading of documents, or that your company will be fully compliant no later than Day one after Contract Award. If you are stating that you are intending to be compliant on Day 1 after Contract Award, please provide relevant documentation on where you are on that process, and how you will achieve this by the required date.
4. ISO 9001 (Mandatory Pass/Fail Criteria)
(Pass/Fail Criteria, failure to provide an adequate answer to a Pass/Fail Criteria question will render your EOI Non-Compliant and your company will not be Invited to Tender)
a. Please confirm your company holds a valid ISO 9001 accreditation with the appropriate scope for this advertised requirement.
5. Security Clearance (Mandatory Pass/Fail Criteria)
(Pass/Fail Criteria, failure to provide an adequate answer to a Pass/Fail Criteria question will render your EOI Non-Compliant and your company will not be Invited to Tender)
a. Please confirm that either your company is a List-X company to comply with access to classified information in accordance with the relevant security requirements, or that your company will be fully compliant no later than Day one after Contract Award. If you are stating that you are intending to be compliant on Day 1 after Contract Award, please provide relevant documentation on where you are on that process, and how you will achieve this by the required date.
All questions that have marks will be assessed with full marks being giving to those answers which provide high confidence and marks will be deducted as confidence cannot be gained from the evidence provided. Should an answer provide zero confidence that question will receive zero marks.
2. ITT will be awarded on the Most Economically Advantageous Tender in terms of the criteria stated on the specifications in the Invitation to Tender (ITT).
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:

OSP/0002
IV.3.2)Previous publication(s) concerning the same contract

no
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

6.9.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

4.10.2013
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: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.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.

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 GO Reference: GO-2013731-DCB-4998873.

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

Operational Support Programmes – Programme Management Office, DE&S
Spruce 3b #1309, MOD Abbey Wood
BS34 8JH Bristol
UNITED KINGDOM
E-mail: desleosp-pgmo-comrcl-snrmgr@mod.uk
Telephone: +44 3067935963

Body responsible for mediation procedures

Operational Support Programmes – Programme Management Office, DE&S
Spruce 3b #3b, MOD Abbey Wood
BS34 8JH Bristol
UNITED KINGDOM
E-mail: desleosp-pgmo-comrcl-snrmgr@mod.uk
Telephone: +44 3067935969

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Not applicable
VI.4.3)Service from which information about the lodging of appeals may be obtained

Operational Support Programmes – Programme Management Office, DE&S
Spruce 3b #1309, MOD Abbey Wood
BS34 8JHU Bristol
UNITED KINGDOM
E-mail: desleosp-pgmo-comrcl-snrmgr@mod.uk
Telephone: +44 3067935969

VI.5)Date of dispatch of this notice:31.7.2013