MOD Tender for NATO Codification of Materiel

To undertake the NATO codification of equipment and spares for the UK Ministry of Defence.

United Kingdom-Bristol: Data capture services

2017/S 184-378104

Contract notice

Services

Directive 2009/81/EC

Section I: Contracting authority/entity

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

Ministry of Defence
Commercial, Support Enablers Operating Centre, DE&S, NH3, Cedar 2C, #3255, MOD Abbey Wood
BS34 8JH Bristol
United Kingdom
Telephone: +44 3067986874
E-mail: DESSEOCSCIS-PMG-CmrlGroupMailbox@mod.gov.uk

Internet address(es):

General address of the contracting authority/entity: https://www.gov.uk/government/organisations/defence-equipment-and-support

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:

NATO Codification of Materiel and digitisation of source data.

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: United Kingdom.

NUTS code UK

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):

Data capture services. To undertake the NATO codification of equipment and spares for the UK Ministry of Defence.
The UK National Codification Bureau (UKNCB) is responsible for the implementation and management of the UK’s participation in the NATO codification system.
The NATO Codification System provides a Common Supply Language. NATO codification ensures that there is one name and one unique NATO Stock Number (NSN) for each different Item of Supply used by the military services of participating NATO countries.
The Potential Provider will be required to obtain technical data for each item of supply, and from the data will codify items of supply in accordance with the rules of NATO Codification. The process will result in an electronic record for each Item of Supply, and each record will be allocated a unique NSN. UK NSN records are stored and maintained on a computerised database known as the Codification Support Information System (CSIS). Creating each CSIS record involves encoding applicable data elements using NATO-wide agreed rules.
A requirement for conversion of technical data used in the codification process, into a standardised electronic format, for storage and retrieval purposes by UK NCB is also required. This is currently undertaken by Industry, and TUPE may apply.
CSIS is a browser based database application provided by UKNCB. Access to CSIS is available via an industry link to the Ministry of Defence Restricted LAN Interconnect (RLI) via the Secure Managed Interface (SMI). Appropriate PC hardware and software subject to Ministry of Defence security accreditation is required. To access CSIS, connection will be arranged and financed by the successful Potential Provider.
There are approximately 450 000 codification transactions each financial year. Codification services must be carried out within the UK.
Interested suppliers are required to complete the DPQQ to provide information that allows the Authority to evaluate the supplier’s capacities and capabilities against the selection criteria as set out at sections within this Contract Notice. The Authority will use the PQQ response to create a shortlist of tenderers who:
are eligible to participate under section III.2.1), III.2.2) and III.2.3) of this Contract Notice.
Prior to ITT there will be a down selection process to a maximum of 6 companies who will be invited to tender.
Any Potential Providers wishing to Express Interest in this potential requirement should do so by no later than 24.10.2017.

II.1.6)Common procurement vocabulary (CPV)

72313000

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:

II.2.2)Information about options

Options: yes
Description of these options: 2 one (1) year options.

II.2.3)Information about renewals

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:

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

Payment will be made electronically.

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 to which the performance of the contract is subject, in particular with regard to security of supply and security of information:

III.1.5)Information about security clearance:

Candidates which do not yet hold security clearance may obtain such clearance until: 24.10.2017

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: 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 of the European Parliament and of the Council (implemented as Regulation 23(1) of the Defence and Security Public Contracts Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed in Article 39(2) of Directive 2009/81/EC of the European Parliament and of the Council (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 these 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.

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: (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 three 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.
Please see PQQ

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: Please see PQQ.

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:
(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;
(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;
(n) a certificate: (i) attesting conformity to quality management systems standards based on the relevant European standard; and (ii) from an independent accredited body established in any member State conforming to the European standards concerning accreditation and certification;
(o) any other evidence of conformity to quality management systems standards which are equivalent to the standards referred to in sub-paragraph (n)(i).
Please see PQQ

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:
Please see PQQ.

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 1 and maximum number 6
Objective criteria for choosing the limited number of candidates: 6 (or fewer) highest scoring compliant responses to the DPQQ, based on technical response to Defence Sector and Project Specific Questions.

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 has been used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

SEOC/0001

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

24.10.2017

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.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: September 2021-2023.

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 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: 525682BYCG.
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-2017922-DCB-11075223.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence
Commercial, Support Enablers Operating Centre, DE&S, NH3, Cedar 2C, #3255, MOD Abbey Wood
BS34 8JH Bristol
United Kingdom
E-mail: DESSEOCSCIS-PMG-CmrlGroupMB@mod.gov.uk

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:

22.9.2017

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