Lighting and Power Distribution System Support

Lighting and Power Distribution System Support

Repair/Supply of Spares and Adhoc Tasks in support of Lighting and Power Distribution Systems (LAPDS).

United Kingdom-Telford: Lighting systems

2014/S 080-140131

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Ministry of Defence, DSG
Building B15, MOD Donnington
For the attention of: Stacy Williams
TF2 8JT Telford
Telephone: +44 1952673807

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Repair/Supply of Spares and Adhoc Tasks in support of Lighting and Power Distribution Systems (LAPDS).
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 1: Maintenance and repair services
NUTS code UKG21

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: 2
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 870 000 and 4 500 000 GBP

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

Lighting systems. The Authority has a potential requirement for the Supply of Repair/Spares and Adhoc requirements in support of Lighting and Power Distribution System (LAPDS). The equipment provides electrical power and lighting facilities for military personnel when deployed on operations or training.
II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

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 Authority has a potential requirement to place a two year Enabling Contract with the potential for a further two options years for the supply of spares/repair and adhoc tasks of, but not limited to, the following:
— 6115-99-724-5224 LAPDS / FEPS GIU
— 6110-99-679-8458 LAPDS / SDU
— 6115-99-874-0134 LAPDS GIU
— 5975-99-154-2707 LAPDS UCU
— 6110-99-605-8480 LAPDS LDU
— 6110-99-738-5496 LAPDS CDU
— 6115-99-665-9985 LAPDS LGIU
The Authority reserves the right to add other Articles of a similar nature.
Articles are to be repaired to A1 Build Standard using genuine OEM Parts and subsequently packed and delivered to the Authority. All Articles supplied must be to Original Equipment Manufacturers (OEM) specification unless otherwise specified in the Invitation To Tender (ITT). The equipment is considered operational critical to overseas operations.
Any potential Supplier wishing to undertake the work will be held responsible for the procurement of all associated spare parts required to support any repair activity. Furthermore, the Authority advises potential Suppliers that there are no drawings or associated specifications available to issue as part of any eventual Invitation to Tender.
The Repair/Refurbishment will include, but not limited to:
— Exterior: Full inspection and Repair to the condition/ cosmetic presentation of the equipment.
— Component Parts: All faulty, damaged or missing components required to repair the equipment shall be replaced using the current OEM or genuine manufacturer’s parts, as appropriate.
— Replacement parts: The Contractor shall be responsible for the procurement of all replacement parts within the terms and conditions of the contract. All parts shall meet the OEM specification or are to be the equivalent manufacturer’s part, purchased from an approved supplier. When replacement parts are used because OEM parts are no longer available, then Certificates of Conformity are required for all parts which may affect the reliability of the equipment. These certificates shall be made available to the Authority upon request.
— Test & Certification: After repair the equipment is to be to operated and proved to be working satisfactorily. Statutory Container inspections and Electrical Safety inspections must be carried out and certified.
— The Contractor is to keep records of all visits/survey reports, repair approvals, certificates and costs incurred in the repairs to these equipments. These records must be made available to the Authority as requested.
QA Standards or equivalent: The Contractor shall hold and maintain a certification to BS EN ISO 9001:2000/2008 or equivalent, issued by an accredited certification body.
Expressions of Interest will be via the Dynamic Pre-Qualification Questionnaire (DPQQ) linked to this Contract Notice. Only those expressions of interest that fully meet the above criteria and DPQQ shall be considered for Invitation to Tender (ITT).
The announcement of a possible future requirement is not to be construed as confirmation that a Tender/Contract will subsequently be issued. The issue of a possible future requirement, or the issue of an Invitation to Tender (ITT), is not to be construed as a commitment by the Authority to place an order as a result of the tendering stage or at a later stage. Any expenditure, work or effort prior to any contract award is accordingly a matter solely for the commercial judgement of the potential supplier.
Estimated value excluding VAT:
Range: between 870 000 and 4 500 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Contract duration may be extended for up to a further two years in one year increments.
II.2.3)Information about renewals

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

Duration in months: 24 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Potential Provider may be required to provide either a parent company or bankers guarantee during the procurement process, if it is deemed that the Potential Provider does not meet the required standard in respect of economic and financial standing.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments under any resultant contract(s) will be made on completion of individual repair tasks to the satisfaction of the Authority.
It is the intention to implement P2P (Purchase to Payment) as the mechanism under any eventual contract(s).
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 contract(s).
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: ‘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 Service, which shall be a special condition for the performance of this Contract. You can find details on the P2P system at

The Contractor shall be required to sign the DEFFORM 30 (Electronic Transaction Agreements) and unconditionally accept DEFCON 5J (Unique Identifiers), DEFCON 129J (The Use of Electronic Business Delivery Form); and DEFCON 522J (Payment under P2P)

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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
This information will be requested as part of the Dynamic PQQ linked to this Contract notice.
Minimum level(s) of standards possibly required: The estimated annual contract value is GBP 830 000. If the estimated annual contract value is greater than 40 % of the supplier’s turnover, the Authority reserves the right to exclude the supplier from being selected to tender except where the supplier provides, to the satisfaction of the Authority, evidence showing it has sufficient economic and financial capability, e.g. such evidence may include:
1. Any additional information proving it has sufficient economic and financial resources to deliver the requirement; and
2. State whether the supplier is willing to provide the Authority with an indemnity, guarantee or bank bond.
A financial assessment will be undertaken on the supplier’s financial status. An overall pass / fail judgement will be made after considering areas such as turnover, profit, net assets, liquidity, gearing and capacity. This assessment will include the Parent company where applicable. An independent financial assessment obtained from a reputable credit rating organisation will be utilised as part of this process’.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract
This information will be requested as part of the Dynamic PQQ linked to this Contract notice.
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

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

Envisaged minimum number 5: and maximum number 7
Objective criteria for choosing the limited number of candidates: Interested suppliers are required to complete the PQQ to provide information that allows the Authority to evaluate the Suppliers capacities and capabilities against the selection criteria set out at Sections III.2.1, III.2.2 and III.2.3 of this Contract Notice.
The Authority will use the PQQ response to create a short list of tenderers who
1. Are eligible to participate under section III.2.1 of this Contract Notice
2. To fulfil any minimum standards under section III.2.2 and III.2.3 of this Contract Notice and
3. Best meet in terms of capacity and capability the selection criteria set out in sections III.2.2 and III.2.3 of this Contract Notice
Full details of the method for choosing the tenderers will be set out in the Scoring and Weighting box in the Dynamic PQQ.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be 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:

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

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

26.5.2014 – 12:00
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

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 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.

From 2.4.2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is 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 website provides information on the new GSC.

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

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.
Suppliers must log in, go to your Response Manager and add the following Access Code: 9CP2SX74E8.
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is detailed within this contract notice, you will also have visibility of the deadline date, once you have added the Access code via DCO as the opening and closing date is visible within the opportunity.
Please ensure that you allow yourself plenty of time when responding to this opportunity prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any difficulties please refer to the online Frequently Asked Questions (FAQ’s) or the User Guides or contact the MOD DCO Helpdesk by emailing or Telephone +44 8452707099.

GO Reference: GO-2014422-DCB-5622573

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.4.2014