MOD Photographic Framework Agreement

MOD Photographic Framework Agreement

The Ministry of Defence wishes to appoint a prime contractor and establish a framework arrangement for the provision of tri-service photographic/imaging equipment and consumables to meet the tri-service professional photographic requirement in its entirety.

UK-Bristol: Photographic equipment

2013/S 121-207038

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Soldier System Programmes, DE&S
Elm 3b # 4325, MOD Abbeywood
Contact point(s): DES LE SSP-Comrcl1c1
BS34 8JH Bristol
UNITED KINGDOM
Telephone: +44 1179183187
E-mail: deslessp-comrcl1c1@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 Photographic Framework Agreement.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
A combination of these
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:
Range: between 10 and 18 GBP

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

Photographic equipment. This advert replaces advert reference 2012264136 published on 15.8.2012. The Ministry of Defence wishes to appoint a prime contractor and establish a framework arrangement for the provision of tri-service photographic/imaging equipment and consumables to meet the tri-service professional photographic requirement in its entirety. This requirement covers photographic and imaging equipment [e.g. cameras, lenses, lighting and tripods], consumables [e.g. photo paper, chemicals, and inks], ancillary equipment [e.g. batteries and bags], post production hardware and software [e.g. printers and IT], and audio-visual equipment [e.g. camcorders and projectors].
II.1.6)Common procurement vocabulary (CPV)

38650000

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:

This advert replaces advert reference 2012264136 published on 15.8.2012.
The Ministry of Defence wishes to appoint a prime contractor and establish a framework arrangement for the provision of tri-service photographic/imaging equipment and consumables to meet the tri-service professional photographic requirement in its entirety. This requirement covers photographic and imaging equipment [e.g. cameras, lenses, lighting and tripods], consumables [e.g. photo paper, chemicals, and inks], ancillary equipment [e.g. batteries and bags], post production hardware and software [e.g. printers and IT], and audio-visual equipment [e.g. camcorders and projectors].
The services will include:
— The supply of the above equipment via a consumable/disposable and hardware/repairable (capital equipment) e-catalogues and Purchase to Payment. The contractor will be required to hold equipment ready to be provided to the MoD within readiness timescales.
— The short term hire of photographic equipment.
— The ad-hoc repair/maintenance of current in service professional photographic equipment [e.g. cameras, lenses, camera/lens cleaning printers, software and IT].
— The lease of a professional photographic end-to-end system (e.g. from image capture to printing/transmitting) including maintenance initially for 13 RAF units with the view to incorporate an additional 9 units mid 2014.
All of the above is to include customer support and technical support to the MoD.
The Authority intends to allow other UK public sector bodies to utilise the consumable/disposable e-catalogue. The Invitation to Tender and any resulting contract will therefore facilitate all units and establishments of the Ministry of Defence and any other UK government department or contracting authority.
An indicative estimated breakdown of the spending under this contract is as follows:
New Equipment Procurement 30 %
Consumables 25 %
Repairs and Maintenance 15 %
Lease of Equipment 25 %
Other Government Departments 5 %
Please note that while the indicative values stated in this advert are realistic predictions of the estimated spend of this contract, this is an enabling arrangement and as such there is no guaranteed minimum level of spend.
The process of awarding the contract shall be as follows:
(1) Expressions of interest are invited from all suppliers who believe they can meet this requirement. Expressions of Interest are expected to include the following information; the name of your company, the legal name of your company as registered with Companies House (where applicable) and a point of contact.
Please also provide one of the following:
— A copy of your audited accounts for the most recent 2 years;
— A statement of your turnover, profit and loss account and cash flow for the most recent year of trading;
— A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position;
— Alternative means of demonstrating financial status if trading for less than a year.
Please also provide details of up to three contracts from either or both public or private sector, that are relevant to the Authority’s requirement, specifically that you are able to manage the timely procurement, roll-out and maintenance/support of an end-to-end system. Contracts should have been performed in the last three years and details should contain: Customer Organisation (name); Customer contact name, phone number and e-mail (The customer contact should be prepared to speak to the purchasing organisation to confirm the accuracy of the information provided if we wish to contact them); Contract start/end date; Contract Value; Brief description of contract (max 150 words) including evidence as to your technical capability In this market.
(2) It is envisaged that up to 6 companies will be invited to tender. A Pre-Qualification Questionnaire (PQQ) exercise may therefore be undertaken. If so, this will be issued following the closing date of Expressions of Interest. The Pre-Qualification Questionnaire will assess the competence, capability and capacity of potential suppliers to meet this requirement. Those suppliers ranked 1 to 6 who can demonstrate a sufficient level of competence against the Pre-Qualification criteria will be invited to Tender.
(3) The Invitation to Tender (ITT) will require tenderers to propose what equipment they would use to meet our requirement, their prices, lead times and other pertinent information. The assessment of responses will be based upon the most economically advantageous tenders in terms factors such as cost, time and technical capability. The compliant Tenderer who achieves the highest score shall be awarded the contract.
Potential suppliers who wish to express an interest in meeting this requirement must submit their Expressions of Interest in hard copy format to the address shown not later than midday (12:00 hrs GMT) on Wednesday 24.7.2013. Electronic submission may also be made in parallel to the e-mail address shown below by the same date.
Estimated value excluding VAT:
Range: between 10 000 000 and 18 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Authority reserves the right to include a profesional photographic end-to-end leased system including maintenance for an additional 9 RAF units post September 2014.
Provisional timetable for recourse to these options:
in months: 36 (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

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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks 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) 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 3 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.
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.
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

Envisaged minimum number 1: and maximum number 6
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:

LWPB/00108
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 158-264136 of 18.8.2012

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

24.7.2013 – 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

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-2013620-DCB-4892393.

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

Soldier System Programmes, DE&S
Elm 3b #4325, MOD Abbeywood
BS34 8JH Brostol
UNITED KINGDOM
E-mail: DESLESSP-Comrcl1c1@mod.uk
Telephone: +44 1179183187

Body responsible for mediation procedures

Soldier System Programmes, DE&S
Elm 3b #4325, MOD Abbeywood
BS34 8JH Bristol
UNITED KINGDOM
E-mail: DESLESSP-Comrcl1c1@mod.uk
Telephone: +44 1179183187

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Soldier System Programmes, DE&S
Elm 3b #4325, MOD Abbeywood
BS34 8JH Bristol
UNITED KINGDOM
E-mail: DESLESSP-Comrcl1c1@mod.uk
Telephone: +44 1179183187

VI.5)Date of dispatch of this notice:20.6.2013