MOD Sports Event Organisation Services

MOD Sports Event Organisation Services

Provision of Services and Facilities for Exercise Rucksack Events 2016-19.

United Kingdom-Andover: Sports-event organisation services

2014/S 183-323505

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Ministry of Defence, C&C
Army HQ Commercial, Procurement 4 and Wider Markets, Level 2, Zone 8, IDL 437, Ramillies Building, Marlborough Lines, Monxton Road
Contact point(s): WM2-C2
For the attention of: Annmarie Hall
SP11 8HT Andover
UNITED KINGDOM
Telephone: +44 1264381948
E-mail: defcomrclcc-armyhq-wm2-c2@mod.uk
Fax: +44 1264381218

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

Recreation, culture and religion

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:

Provision of Services and Facilities for Exercise Rucksack Events 2016-19.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 26: Recreational, cultural and sporting services
NUTS code

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

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

Sports-event organisation services. Recreational, cultural and sporting services. Provision of a venue and facilities for Exercise RUCKSACK, the GBR army and inter-service cross country and biathlon ski championships for 200 athletes and 40 officials.
The Authority has a requirement for a 1 Year contract with options for a further 3 years for the provision of a cross country and biathlon championship venue with a biathlon stadium and range, which must be on mainland Europe, no more than 1 200 km from Calais, no further than 2 hours flight time from London and have good local train and bus links to the Stadium.
The biathlon Stadium and Range must be an International Biathlon Union (IBU) ‘A’ licence facility that hosts world cup and/or world championship biathlon events, on the IBU race calendar. The biathlon stadium and range must have a 30 lane, 50 m, electronic target, biathlon range which is available for training 3 days prior to the first race and for the duration of the championships.
The contractor is to provide full access to the biathlon stadium and range which must have a minimum of a 5 km loop with floodlights, snow cannon and stockpiles of snow; with the ability to maintain the loop to FIS and IBU racing standards, if snow conditions are poor. On range emergency mountain rescue is to be provided for each race.
The Contractor will be required to arrange and manage accommodation for 2800 bed nights for competitors in local self-catering apartments within 5 km of the Race Office and 450 bed nights B&B for Authority Officials in local hotels within 800 m of the Race Office.
A Biathlon Race Office (with telephone communications and broadband) is to be provided, central to the Venue and within 800 m of all Hotels used by Championships Officials and Visitors.
The contractor is to produce a compilation of seeded race start lists and deliver a complete results service in accordance with Army Winter Sports Association (AWSA) Race Rules.
A FIS Technical Delegate, IBU Technical Delegate and Chief of Course for all Cross Country and Biathlon races are to be provided by the contractor. They must speak fluent English.
One Range Team (x 12 personnel) to manage the electronic targetry is to be provided by the contractor and an IBU Range Referee who must speak fluent English.
A waxing facility, medical facility, commentary room, refreshment and store rooms is to be provided by the contractor with outdoor (standing) and indoor (seated) prize giving for 250 personnel in a location central to the Venue.
Championship dates are 20 Jan to 5 Feb 16 with Authority Officials arriving 18 Jan 16. These dates will vary +/- 5 days for future option years if taken up.
It is the Authority’s intention to invite a maximum of 6 companies to tender based upon the 6 highest scoring Pre-Qualification Questionnaires (PQQs) received.
At the Tender stage there will be a requirement for the Evaluation Team to visit the site to verify the evidence provided in Tender responses during the Tender Evaluation period.
The total range and scope of the contract at section II.2.1 of this contract notice includes the estimated value of a 1 year contract together with the estimated value of the 3 option years.
To be considered to be invited to tender for this requirement economic operators must complete the Pre-Qualification Questionnaire.

II.1.6)Common procurement vocabulary (CPV)

92622000

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 estimated contract value ranges from the estimation of a 1 year contract through to the total value of a 1 year contract with 3 option years, should the options be taken up.
Estimated value excluding VAT:
Range: between 115 551 and 474 125 GBP

II.2.2)Information about options

Options: yes
Description of these options: Any resulting Contract will include options to extend in periods of 1 year up to a further 3 years.
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 12 (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:

The Authority reserves the right to ask for an indemnity, guarantee or bank bond if the potential supplier does not meet the required standard for economic and financial standing.

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

It is the Authority’s intention to use electronic Purchase to Payment (P2P) as the payment mechanism for this proposed contract, see III.1.4 below for more details.

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

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Electronic Trading:

Potential suppliers must note the Authority’s intention to use electronic trading utilising 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 www.d2btrade.com

In the event that P2P is taken up; the Contractor shall be required to sign 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 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. 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.
The Authority will seek a declaration of good standing in the Pre-Qualification Questionnaire.

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 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.
Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion).
Economic and financial standing information will be sought and evaluated by the Authority at Pre-Qualification Questionnaire stage.
Minimum level(s) of standards possibly required: The Authority’s preferred response is detailed at 4.1.1 (most recent 2 years audited accounts) to Section 4 Part 1, Form D (Economic Standing) of the Dynamic Pre-Qualification Questionnaire linked to this advert, however, other means of establishing financial standing (serials 4.1.2 — 4.1.4) are acceptable provided they contain the requisite level of details and are fully justified.
The estimated annual contract value is GBP 115 551. 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:
(b) A list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: — where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, — where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator.
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract.
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years.
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
Criteria regarding the technical and/or professional capacity/ability of economic operators (that may lead to their exclusion).
Technical Capability information will be sought and evaluated by the Authority at Pre-Qualification Questionnaire stage.
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

Restricted

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 6
Objective criteria for choosing the limited number of candidates: The Authority intends to invite no more than 6 Economic Operators to tender for this requirement based upon the 6 highest scoring Pre-Qualification Questionnaires (PQQs) received. Only those Economic Operators that can demonstrate a sufficient level of economic and financial standing, and technical or professional ability against the Authority’s pre-qualification criteria may be invited to tender.
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:

HQLF4A/005

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

21.10.2014 – 10:00
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

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.
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 Gov.uk website provides information on the new GSC.

https://www.gov.uk/government/publications/government-security-classifications

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.
Full details on how to access the Pre-Qualification Questionnaire linked to this advert are detailed below. The Authority reserves the right to seek independent financial and market advice to validate information declared, or to assist in any pre-qualification evaluation.
Potential Suppliers should note the following:
Down Section Process.
Responses to all questions in Part 1 and 8 questions in Part 2 of the Pre-qualification Questionnaire are to be marked on a pass/fail basis. Economic Operators that are assessed as having failed any of these questions will automatically be eliminated from the process and not invited to tender for this requirement.
The remaining questions in Part 2 of the Pre-qualification Questionnaire will be evaluated using the following scoring matrix:- 0-unacceptable/No Answer, 1-Major Reservations, 2-Minor Reservations, 3-Acceptable, 4-Good, 5-Excellent.
Overall there will be a maximum of 500 marks/100 % available based on the scoring and weighting methodology detailed in the Evaluation Plan. Only those candidates who can demonstrate a 4-GOOD level of economic and financial standing and technical or professional ability against the Authority’s pre-qualification criteria may be invited to tender. With this in mind, it has been determined that a minimum acceptable score/compliance hurdle rate will be set at 300/60 % (or above) out of a possible 500 marks/100 %. Economic Operators who fail to achieve the minimum score will automatically be eliminated from the process and not invited to tender for this requirement.
Award Criteria: The Most Economically Advantageous Tender (MEAT) in terms of the criteria stated in the specifications, in the Invitation to Tender.
Instructions for Potential suppliers:

Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available atwww.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 anyway 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

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: 7YY48C5KR2.
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 +44 8452707099.

GO Reference: GO-2014919-DCB-6016742

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, C&C
Army HQ Commercial, Procurement 4 and Wider Markets, Level 2, Zone 8, IDL 437, Ramillies Building, Marlborough Lines, Monxton Road
SP11 8HT Andover
UNITED KINGDOM
E-mail: defcomrclcc-armyhq-wm2-c2@mod.uk
Telephone: +44 1264381948
Fax: +44 1264381218

Body responsible for mediation procedures

Ministry of Defence, C&C
Army HQ Commercial, Procurement 4 and Wider Markets, Level 2, Zone 8, IDL 437, Ramillies Building, Marlborough Lines, Monxton Road
SP11 8HT Andover
UNITED KINGDOM
E-mail: defcomrclcc-armyhq-wm2-c2@mod.uk
Telephone: +44 1264381948
Fax: +44 1264381218

VI.4.2)Lodging of appeals

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

Ministry of Defence, C&C
Army HQ Commercial, Procurement 4 and Wider Markets, Level 2, Zone 8, IDL 437, Ramillies Building, Marlborough Lines, Monxton Road
SP11 8HT Andover
UNITED KINGDOM
E-mail: defcomrclcc-armyhq-wm2-c2@mod.uk
Telephone: +44 1264381948
Fax: +44 1264381218

VI.5)Date of dispatch of this notice:

19.9.2014