In Service Support for Radiation Equipment – Ministry of Defence

In Service Support for Radiation Equipment – Ministry of Defence

The contract shall form an enabling arrangement for the support of a variety of original equipment manufacturer’s  equipment, currently in-service within the UK Ministry of Defence, for a period of 5 years + 1 + 1 option years.

United Kingdom-Bristol: Repair and maintenance services

2020/S 112-273036

Contract notice

Services

Directive 2009/81/EC

Section I: Contracting authority/entity

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

Official name: Ministry of Defence, ISTAR, Chemical, Biological, Radiological and Nuclear Delivery Team (CBRN DT)
Postal address: MOD Abbey Wood, Yew 3A, #1342
Town: Bristol
Postal code: BS34 8JH
Country: United Kingdom
Contact person: Charmaine Evans
E-mail: charmaine.evans146@mod.gov.uk
Telephone: +44 3067931235

Internet address(es):

General address of the contracting authority/entity: http://www.bipsolution.com

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/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:

In Service Support for Radiation Equipment

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
Main site or location of works, place of delivery or of performance: Gloucestershire, Wiltshire and Bristol/Bath area.

NUTS code UKK1 Gloucestershire, Wiltshire and Bristol/Bath area

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):

Repair and maintenance services. The Chemical Biological Radiological and Nuclear Protection Delivery Team (CBRN DT) need to establish the enduring provision for support to radiological sense equipment in order to maintain radiation detection and monitoring equipment (RDME) capability.

II.1.6)Common procurement vocabulary (CPV)

50000000 Repair and maintenance services

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

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 contract shall form an enabling arrangement for the support of a variety of original equipment manufacturer’s (OEM’s) equipment, currently in-service within the UK Ministry of Defence (MOD), for a period of 5 years + 1 + 1 option years. The specific equipment series and where applicable, all probes and accessories are; ADM Series Equipment, TAM-73 Tritium in Air Monitor, DoseRAE-P Personal Electronic Dosimeters, IdentiFINDER and nukeALERT Radiation Detector.
The successful contractor shall be expected to be in regular communication with the OEMs for the specified equipment ranges, to ensure prompt and accurate diagnosis and remedy of any faults or failures that may occur with the equipment ranges and where appropriate make recommendations for upgrades or updates that may be needed to maintain equipment serviceability.
The successful contractor shall manage obsolescence throughout the duration of the contract. As a minimum this shall consist of identification of any parts, services, information and information sources that have or will in the foreseeable future become out of date, superseded or unavailable as a means of sustaining and supporting the equipment detailed above for a minimum of the contract term.
The successful contractor shall hold a complete set of documentation and software for all the equipment supported. The contractor shall hold and maintain a master or, where they are not the design authority, a secondary master copy of all technical information necessary to ensure the authority can maintain the equipment covered by this contract in-service in the event that OEM support is no longer available.
Where faulty equipment is returned, the contractor shall be expected to provide a detailed and documented survey of the instrumentation with clear diagnosis, remedy and costs for return to serviceability of the equipment.
The scope of the contract may include the following and is not limited to:
(a) provision of core support to manage the contract;
(b) supply of spares and repairs for in-service equipment;
(c) ad-hoc Technical Support tasks;
(d) obsolescence management;
(e) updates to Technical Publications.
The scope of the contract will be fully defined within the invitation to negotiate (ITN), the authority reserves the right to amend the contract scope prior to ITN being issued.
The authority reserves the right to use internal defence repair facilities for all support, the successful contractor will be expected to maintain regular communication with the authority and specified repair facilities and inform the specified equipment ranges, to ensure prompt and accurate diagnosis and remedy of any faults or failures that may occur with the equipment ranges and where appropriate make recommendations for upgrades or updates that may needed to maintain equipment serviceability.
Contractor’s must express an interest through the completion of a pre-qualification questionnaire (PQQ). The PQQ enables evaluation of suitability and is completed electronically through the Defence Contracts Online (DCO) website. There is no requirement for a paper submission.
The authority, acting reasonably, may in the ITN (whether in the specification or otherwise) preclude bidders from using or require bidders to restrict or otherwise control the use of, certain chemicals in the manufacture or composition of the equipment or otherwise in the performance of the proposed contract, where and/or to the extent that such chemicals, their manufacture, placing on the market and their use are controlled by the REACH regulations. The authority may therefore impose the same or stricter requirements than the REACH regulations and/or apply any relevant exemption or derogation from the REACH regulations to all or any part of the requirement.
Interested suppliers are required to complete the PQQ for each lot to provide the authority with information to evaluate the supplier’s capacities and capabilities against the selection criteria.
Estimated value excluding VAT:
Range: between 2 000 000 and 4 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: 1 + 1 option years for continuation of core contract support and tasks as required.
Provisional timetable for recourse to these options:
in months: 3 (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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The authority reserves the right to request a parent company guarantee.

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

Payment will follow delivery and acceptance of the goods, works or services, in accordance with the contract terms and conditions. Payment will be made via CP&F.

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 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 incorporate a security aspects letter into the contract, in addition to other security-related terms and conditions.
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 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 markings given, the aspects to which any protective marking applies or otherwise.
Full details of the terms and the conditions of contract will be provided at the ITN stage to those potential providers who are down-selected to participate in the ITN stage.
In order to participate in the invitation to negotiate (ITN) process, prospective suppliers will be required to access Official Sensitive information. In order to do this these personnel must have a valid security clearance to enable them to view classified information up to the level of Official Sensitive at authority premises.
Therefore, the successful supplier must ensure all personnel working on the contract have the appropriate personnel clearances.
This requirement is Official Sensitive, security clearance (SC preferred, if not DBS Certificate and Baseline Security Check) is mandatory for this requirement.
Without this clearance the supplier shall automatically be excluded on security grounds and shall not receive an ITN.

To obtain SC please refer to the following: https://www.gov.uk/guidance/security-vetting-and-clearance

To obtain the basic DBS please refer to the following: https://www.gov.uk/request-copy-criminal-record This clearance is expected to take up to 14 days.

III.1.5)Information about security clearance:

Candidates which do not yet hold security clearance may obtain such clearance until: 14.1.2021
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.
Please provide a statement of good standing alongside your DPQQ response.

Criteria regarding the personal situation of subcontractors (that may lead to their rejection) including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: N/A

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 3 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.
As requested at the:
(a) pre-qualification questionnaire stage; and
(b) the invitation to negotiate (ITN) stage for those companies down-selected to participate in the ITN stage.
Minimum level(s) of standards possibly required: Based on historical data the supplier is required to meet a minimum of an annual turnover threshold of GBP 200 000. The authority reserves the right to exclude the supplier from being selected to tender if this threshold cannot be met. However, where the supplier provides, to the satisfaction of the authority, evidence showing it has sufficient economic and financial capability, the authority may consider the supplier as suitable to tender. Such evidence may include:
(a) any additional information proving it has sufficient economic and financial resources to deliver the requirement; and
(b) state whether the supplier is willing to provide the authority with an indemnity, guarantee or bank bond.
In addition, auditable accounts from the previous 24 months or equivalent if accounts not yet available must be submitted as part of the DPQQ response. The authority may request further information regarding these accounts.
An overall pass/fail judgement will be made after considering all areas, including turnover, profit, net assets, liquidity, gearing and capacity. This assessment will also include the parent company, indemnity, guarantee or bank bond where applicable. An independent financial assessment obtained from a reputable credit rating organisation may be utilised as part of this process. If a supplier is unable to meet the minimum annual turnover threshold and offers to supply the authority with an indemnity, guarantee or bank bond the authority will take this into consideration along with all the above factors to conclude the level of confidence within the financial assessment resulting in an overall pass/fail.

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: N/A
Minimum level(s) of standards possibly required: N/A

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 5 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 5 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:
1)that person was not a contracting authority; and
2) 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;
(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;
(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.
As requested at the (a) pre-qualification questionnaire stage and (b) the invitation to negotiate (ITN) stage for those companies down-selected to participate in the ITN stage.
All information provided by companies shall be assessed by the authority and deemed as acceptable/not acceptable for the requirement.
Minimum level(s) of standards possibly required
As requested at the (a) pre-qualification questionnaire stage and (b) the invitation to negotiate (ITN) stage for those companies down-selected to participate in the ITN stage

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:
N/A
Minimum level(s) of standards possibly required
N/A

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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Negotiated

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 4
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.

The information and/or documents for this opportunity are available on 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. Note there is a password reminder link on the homepage.

Suppliers must log in, go to the response manager and add the following access code: QPD875FJ9A ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 6 July 2020 17.00. 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 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 0800 282 324.

Questions within section F — Project Questions of the DPQQ are deemed pass/fail using the following criteria for all questions:
0 = No Answer — automatic fail.
1 = Poor — significantly below compliant and/or presents intolerable risk — automatic fail.
2 = Minor deficiencies — slightly below compliant, does not meet all the criteria and/or presents major risk.
3 = Compliant — meets the criteria to an acceptable standard and/or presents manageable risk.
4 = Good — exceeds the authority’s expectations and/or presents low risk.
5 = Excellent — far exceeds the Authority’s expectations and/or presents minimal risk.
The DPQQ marking will be based on the authority’s judgement following assessment of the supplier’s responses. The authority will use the DPQQ response to create a shortlist of tenderers who:
(a) are eligible to participate;
(b) fulfil any minimum economic, financial, professional and technical standards; and
(c) meets the terms of capacity and capability within each section and the selection criteria as set out in the DPQQ.
The supplier will automatically fail if the supplier is allocated with a score of 1 or 0 against any individual question within section F — project questions. The benchmark score is 3 or above for each project question. However, the authority reserves the right to consider responses where a 2 has been awarded but suppliers may not score 2 in more than 2 areas within section F.
All other questions within the DPQQ will be assessed as pass/fail as suitable for the requirement. If the supplier fails a question within the other sections of the DPQQ (excluding section F which is covered separately as above) the authority will make a judgement call based on the whole DPQQ response as to whether the fail for a particular question can be tolerated for this requirement
The financial criteria is detailed within an earlier section within this advert.
If more than four operators pass the PQQ the four with the highest marks that pass all criteria will be invited to negotiate (ITN).

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

CBRN/00274

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

no

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

6.7.2020 – 17:00

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

28.9.2020

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: 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. 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. The link below to the Gov.uk website provides information on the Government Security Classification.

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

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: QPD875FJ9A
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 0800 282 324.

Go reference: GO-202069-DCB-16710434

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Official name: Ministry of Defence, ISTAR, Chemical, Biological, Radiological and Nuclear Delivery Team (CBRN DT)
Postal address: Yew 3a #1342, MOD Abbeywood
Town: Bristol
Postal code: BS34 8JH
Country: United Kingdom
E-mail: charmaine.evans146@mod.gov.uk
Telephone: +44 3067931235

VI.4.2)Lodging of appeals

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

Official name: Ministry of Defence, ISTAR, Chemical, Biological, Radiological and Nuclear Delivery Team (CBRN DT)
Town: Bristol
Country: United Kingdom

VI.5)Date of dispatch of this notice:

9.6.2020