Spectrographic Oil Analysis Programme

Spectrographic Oil Analysis Programme

The requirement is for routine fortnightly oil testing of approximately 400 engines with results and advice on potential preventative maintenance within 48 hours of receipt of sample.

UK-Bristol: lubricating oil systems

2012/S 18-029251

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Maritime Equipment Transformation (MET) Team, DE&S
MoD Abbey Wood, Birch 3C, #3331
For the attention of: Liam Carville
BS34 8JH Bristol
Telephone: +44 3067933587
E-mail: DESShipsFWE-MET-Comrcl2a@mod.uk
Fax: +44 3067933961

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:

Spectrographic Oil Analysis Programme (SOAP).
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services
NUTS code UKJ31

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)

Lubricating oil systems. The Diesels Group within Maritime Equipment Transformation (MET) team have identified a requirement for a 5-year contract to undertake Physical and Spectrographic Oil Analysis to monitor the condition of Marine Diesel Lubricating Oil for the Royal Navy. The requirement is for routine fortnightly oil testing of approximately 400 engines with results and advice on potential preventative maintenance within 48 hours of receipt of sample. The Contractor must be able to test the lubricating oil on a range of small, medium and large Diesel Engines. Approximately 135 engine samples are to be processed fortnightly and approximately 50 Ready Use Storage Tank samples are to be processed monthly. Engine data/supporting information is to be validated and transferred to an internet database package compatible with MOD computer systems. MOD Technical Authority to have continuous access to this data via the Internet. There must also be an IT provision to interface with the Technical Authority’s historical information. There is an additional requirement for emergency samples to be processed within 24 hours from receipt of sample. Sub-contracting is not desirable due to potential time delay.
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): no

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:

See II.1.5 – Description of Purchase.
Estimated value excluding VAT:
Range: between 101 323 and 810 580 GBP
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: 60 (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

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://project.contracts.mod.uk/businessExchange/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.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Assessment criteria of Economic and Financial Capability to be determined via formal PQQ if applicable.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Assessment criteria of Technical Capacity to be determined via formal PQQ if applicable.
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: A PQQ will be used to determine the number of operators taken forward 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:

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

28.2.2012 – 00:00
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 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.

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.

It is required that suppliers hold accredited 3rd party (or Government Issued) Quality Management System (QMS) certification, which includes an appropriate scope to meet the requirement. This certification is to be submitted via email with Expressions of Interest. In the event that no certification is held, the company must be able to demonstrate that they operate and maintain a QMS acceptable to the Department for this requirement.
It is intended for a Pre-Qualification Questionnaire (PQQ) to be used for this requirement in order to pre-qualify and select tenderers. The PQQ will be evaluated in two stages. In the first stage a number of PASS/FAIL questions will need to be passed. In the second stage a score evaluation will be used by subject matter experts (SMEs). Full details of this selection process will be provided in the PQQ. GO Reference: GO-2012125-DCB-3675185.

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

Maritime Equipment Transformation (MET) Team, DE&S

Body responsible for mediation procedures

Maritime Equipment Transformation (MET) Team, DE&S

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

Maritime Equipment Transformation (MET) Team, DE&S

VI.5)Date of dispatch of this notice:25.1.2012