MOD OSP Safety Support Enabling Contract

MOD OSP Safety Support Enabling Contract

The contract will provide the Authority with a Safety Support Contract that provides (i) Core activities across a number of platforms managed by output delivery teams within the Authority.

United Kingdom-Bristol: Safety cases

2013/S 150-261253

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 3067935969
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:

MOD OSP Safety Support Enabling 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: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 950 000 GBP

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

Safety cases. The contract will provide the Authority with a Safety Support Contract that provides (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 a safety assessment to providing independent assistance to a procurement project.
II.1.6)Common procurement vocabulary (CPV)

44421722

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 safety and environmental management processes and documentation in place. This is a through-life activity that requires safety and environmental cases to be established that cover each equipment, then periodically reviewed and updated (generally on an annual basis), and emergent issues managed.
OIP have 198 eCassandra Hazard Logs / equipment safety cases and 56 safety statements. There is a programme of safety panels that spreads the in-service annual reviews throughout the year, this programme give approximate safety panel dates up to 18 months in advance. There is currently one significant procurement project, in concept phase, running to replace the existing ITC Camp system.
OSVP have eCassandra Hazard Logs / equipment safety cases and safety statements. There is a programme of safety panels that spreads the in-service annual reviews throughout the year, this programme give approximate safety panel dates up to 18 months in advance.
Tasking
The contract will be made up of two distinct elements;
Annual Core activities;
1. Review and update OSP SEMP iaw JSP454, ASEMS and DefStan 00-56.
2. Maintenance of Legislative Compliance Matrices.
3. Review and maintenance of equipment safety cases, including facilitation of the safety panels
4. Review and maintenance of the equipment environmental management, including the facilitation of the environmental panels. (the safety and environmental panel may in certain circumstances be combined)
5. Progress Reporting, including attendance and the two programme level committee meetings to update on the contract progress as well as providing external assistance if required.
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 a safety assessment to providing independent assistance to a procurement project.
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.
OSVP manage over 150 types of B- and C-vehicle, of which approx 50 types are likely to require support under the core element of this tasking. There is a programme of safety panels that spreads the in-service annual reviews throughout the year, this programme give approximate safety panel dates up to 18 months in advance. There is some scope to combine safety panels / safety cases where there are similar vehicles or user groups.”
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: 48 (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:
Safety 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 Joint Service Publication (JSP 454) – 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 (i.e. ATEX/DSEAR assessments) – 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 Safety Management Techniques
a. Please provide evidence of safety management work completed within the Land Equipment policy framework. (i.e. JSP 454, POSMS, POEMS and DefStan 00-56). Evidence must clearly demonstrate where and when companies have worked with JSP 454 and to what level. (i.e. application in difference CADMID phases), and which of the different elements of the policy where applied and where – 25 Marks
b. Please provide evidence of the facilitation and support to in-service safety panels, including the presentation of ALARP statements. Evidence must clearly demonstrate where your company has supported teams within DE&S and what level of activities have been undertaken. – 25 Marks.
3. eCassandra 2 (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 provide evidence of recent experience in using eCassandra 2 including maintenance of hazard logs and importing of excel logs into eCassandra. Please ensure examples clearly state where and when eCassandra has been used and details of the resolution of the normal issues that surround the importing of hazard logs
b. Please provide evidence of access to eCassandra within the normal workplace, it is deemed essential for panel preparation and for routine updates to the hazard logs that personnel have access to eCassandra.
c. Please confirm that either your company has access via the MOD Restricted Lan Interface (RLI) and will be able to be granted access to eCassandra 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

Lowest price
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/0001
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

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

7.10.2013
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

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-4998753

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

Operational Support Prgrammmes – Programme Management Office, DE&S
Spruce 3b #1309, MOD Abbey Wood
BS34 9JH Bristol
UNITED KINGDOM
E-mail: desleosp-pgmo-comrcl-snrmgr@mod.uk
Telephone: +44 3061395363

Body responsible for mediation 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 3067935969

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: N/A
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 8JH 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