Supply of 2wd and 4wd Agricultural Tractors

Supply of 2wd and 4wd Agricultural Tractors

The Forestry Commission is inviting tenders for the supply of 2wd and 4wd agricultural tractors of 80hp or greater.

United Kingdom-Edinburgh: Pedestrian-controlled agricultural tractors

2013/S 153-266355

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Forestry Commission
231 Corstorphine Road
For the attention of: Tommy Groat
EH12 7AT Edinburgh
UNITED KINGDOM
E-mail: tommy.groat@forestry.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.forestry.gov.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

Body governed by public law
I.3)Main activity

Other: Forestry
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:

Supply of 2wd and 4wd Agricultural Tractors.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Main site or location of works, place of delivery or of performance: England & Scotland
UK
NUTS code
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 several operators
maximum number of participants to the framework agreement envisaged: 5
Duration of the framework agreement

Duration in years: 3
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 200 000 GBP

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

The Forestry Commission is inviting tenders for the supply of 2wd and 4wd agricultural tractors of 80hp or greater. There may also be a requirement within the supply to include conversion work of forestry guarding and fitting of forestry winches and cranes to allow tractors to operate within a forestry environment.
II.1.6)Common procurement vocabulary (CPV)

16710000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
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:

Our intention is to award this framework agreement for a period of 3 years. There will be an option to extend the framework agreement by up to a further 1 year in total.
No guarantees can be given to the number of orders awarded throughout the contract period. The FC reserves the right not to award any order under the framework.
There is a requirement to deliver machines to a range of Forestry Commission workshop locations across Scotland and England (Addresses in the Tender document).
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

Starting 4.11.2013. Completion 3.11.2017

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 Terms:
The Forestry Commission will have a requirement to purchase machines through either outright purchase or Operating Lease. Full payment on delivery will apply to both payment options, no payment will be made before the tractor is delivered to the Forestry Commission.
Where the outright purchase option is used payment will be as per the Forestry Commission standard terms and conditions.
When payment is made through Operating Lease the Forestry Commission will advise on the lease company to be invoiced a minimum of 7 days before the required delivery date of the machine.
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: yes
Description of particular conditions: As detailed in theinvitation to tender documents and associated appendices.
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: We have not requested ay financial details within the ITT documents, however we reserve the right to carry out financial checks at an time in advance of award of contract and throughout the framework contract period, if we deem necessary, to ensure financial stability. If we consider your financial position to be high risk at any point, we will reserve the right to request further financial information, or to terminate your position on the framework contract.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As described in the Invitation to Tender document.
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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:

MES2013/05
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 20.9.2013 – 13:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

3.10.2013 – 13:00
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

Any EU official language
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: August 2017
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

We intend to award a framework agreement for The Supply of 2wd and 4wd Agricultural Tractors of 80hp or greater.
A framework is an agreement with one or several providers. It sets out the general terms and conditions under which we can make specific purchases as and when we need them. The formal contract is formed when the customer places a call-off order against the framework asking for specific delivery of goods, services or works. A bidder can receive a call-off order directly, or we may ask them to take part in a mini-competition with the other bidders on the framework.
This particular Framework Agreement will operate as follows:
Background Information
We intend to award a framework agreement for The Supply of 2wd and 4wd Agricultural Tractors including associated parts for service and repair. There may also be a requirement for the conversion of tractors to enable them to operate in a forestry environment. Where a conversion is required the specification will vary but may include forestry guarding and the fitting of winches/cranes.
No guarantees can be given to the number of orders awarded throughout the contract period. The FC reserves the right not to award any order under the framework.
Specific Requirements
The Forestry Commission seek to award a Framework Agreement for suppliers who can supply 2 and/or 4 wheel drive tractors from 80hp upwards within an agreed timescale. Only suppliers scoring 60% or greater in section E “Specific Questions” will be included on the framework.
Delivery of tractors should be completed to agreed delivery site within 12 weeks of order being placed. Any variance from this lead time must be advised at the initial enquiry/quote request stage prior to the Forestry Commission placing an order.
A comprehensive range of parts for servicing and repair must be held and available for next day delivery to any UK site to help minimise any downtime.
Full training to operators and technicians must be available when a new machine is delivered on site if required. Training programmes must include safe operation of the tractor, relevant instruction on the use of any on board computer systems and maintenance instruction as the minimum.
Suppliers must provide updated costs of base tractors and options on an annual basis in the form of actual prices to the Forestry Commission detailing the discount percentage available to the FC from the RRP. Given the different requirements that would influence the costing of machines actual costs will not feature in the scoring of this framework. Costs must however be provided and on successful inclusion in the framework these must be held for the first 60 days from commencement of the framework. It should be clear within each machine specification what is included within the standard specification and what is a costed option, the provision of manufacturer literature for this is acceptable. Suppliers must advise the Forestry Commission if there are any forecasted price increases once these are known to enable potential orders to be placed before the increase is implemented.
All machines must be fitted with operating cabins that comply with Roll Over Protective Structures (ROPS) and Falling Object Protective Structure (FOPS) regulations.
Specification
Suppliers will be required to provide detailed technical specifications on all tractors that are available in their product range, this may be manufacturer literature.
Manufacturers must provide information on any changes or developments in the product range or available technology during the duration of the framework.
Geographical Area
There is a requirement to deliver machines to a range of Forestry Commission workshop locations across Scotland and England. Our workshops are located as follows:
Scotland:
Balnacoul Workshop, Morayshire, IV32 7PE, Tel 01343 820499
Cairnbaan Workshop, Argyll PA31 8SQ, Tel 01546 602165
Inver Outstation, Dunkeld, Tel 01350 727483
Torlundy Workshop Fort William PH33 6SW, Tel 01397 705757
Longman Workshop, Inverness IV1 1UE, Tel 01463 232045
Aberfoyle Workshop Stirlingshire, FK9 3UX, Tel 01877 382344
Creebridge Workshop Newton Stewart DG8 6AJ, Tel 01671 403285
England:
Bellingham Workshop, Hexham NE48 2HP, Tel 01434 220413
Exeter Workshop, Kennford, EX6 7XR, Tel 01392 833414
Lyndhurst Workshop, Lyndhurst SO43 7BH, Tel 02380 282442
Santon Downham Workshop, Brandon, IP27 0TJ, Tel 01842 810312
Special Conditions
Tractors will be purchased from the framework on an as required basis to coincide with the replacement policy of our current tractor fleet. The machine size, specification and options required will be based on a combination of factors which includes:
— Suitability of machine for working environment and forestry conversion.
— Health and Safety (vibration levels, noise, etc).
— Cost.
— Operator skills and knowledge.
— Technicians skills and knowledge.
Contract Management Requirements
The contract will be managed by Mechanical Engineering Central Services with the Fleet Manager being the Contract Manager. There will an annual review of the contract as necessary between the supplier and the FC. This will cover all aspects of the contract and service provision from both parties.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Eric Holmes, Head of Procurement, Forestry Commission
EH12 7AT Edinburgh
UNITED KINGDOM
E-mail: procurement.services@forestry.gsi.gov.uk

Body responsible for mediation procedures

Chartered Institute of Arbitrators
12 Bloomsbury Square
WC1A 2LP London
Internet address: http://www.ciarb.org/

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:5.8.2013