Tender for Portable Radios

Tender for Portable Radios

The Authority has a requirement for the whole replacement of the current RAF Secure Management Radio Equipment (SMRE) capability.

UK-Henlow: portable radios

2012/S 217-357770

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Air Defence and Air Traffic Systems (ADATS), DE&S
Room C29, Bldg 85, RAF Henlow
Contact point(s): ADATS Commercial Manager
For the attention of: Mr James Hill
SG16 6DN Henlow
Telephone: +44 1462851515-4095
E-mail: james.hill787@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

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:

Provision of Replacement Secure Management Radio Equipment Capability.
II.1.2)Type of contract and location of works, place of delivery or of performance

NUTS code UK

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)

Portable radios. Radio transmission apparatus with reception apparatus. Radio-frequency booster stations. The Authority has a requirement for the whole replacement of the current RAF Secure Management Radio Equipment (SMRE) capability. The purpose of SMRE is to allow Air Traffic Control (ATC) to direct the safe movement of vehicles and personnel on the airfield manoeuvreing area. It is also used in a secondary role to provide direct communication between ATC and support sections (eg guard service, medical centre, refuellers and fire crews). The project also includes the requirement for the continued support of the Radiating Cable (also called “Leaky Feeder”) system.
The current SMRE system consists of Philips Telecom PRF2000 Base Stations, Philips Telecom M15 Controller, Philips Telecom FM1100 desk unit, Philips Telecom FM1100 vehicle unit, Philips Telecom FM100 transportable unit, Philips Telecom PRP73 and Philips Telecom PRP78 handsets. The associated ancillary equipment potentially require replacement: batteries, battery chargers, multiple battery chargers aerials/antennas, installation kits, vehicle adaptors, hand microphones and ear pieces etc.. The replacement must provide a fit/form/function (secure speech) capability.
All SMRE equipment must comply with the Cap 670 Civil Aviation Authority standards for airfield communications and the Radio and Telecommunications Terminal Equipment Directive. All SMRE equipment must work on licensed bandwidths either provided by the MOD or under license from the supplier. The Supplier is required to provide a fit/form/function replacement per unit (i.e. one vehicle unit for an equivalent radio with the necessary adaptor if required).
A Pre Qualification Questionnaire (PQQ) may be used as part of the down selection process. The PQQ document will be made available to all interested parties who express an interest in this project. It can be obtained initially from James Hill, ADATS Commercial Manager, at the address at section 2 above (and telephone number (01462) 851515 x4095) and it will be published on-line after the publication date of this notice. Please be advised that the close date for the receipt of Expressions of Interest in Section iv 3.4 is 2.1.2013 but the Authority will allow a close date of 9.1.2012 for the receipt of completed PQQs.
P2P shall be the payment mechanism for this requirement.
II.1.6)Common procurement vocabulary (CPV)

32344280, 32230000, 32233000

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:

The Authority estimates the number of units (minim to maximum) to be:
Total units required = 4210 to 4660, Base Stations = 80 to 88, Base Station Controllers = 90 to 100, desktop Units 400 to 440, Transportable Units = 150 to 165, Vehicle Units 400 to 440, Handset units 3100 to 3410. Note: a unit is either one Base Station (currently one Philips telecom PRF2000), one desktop unit (Philips Telecom M15 Controller), One desktop unit (Philips Telecom FM1100), one transportable unit (Philips Telecom FM1000 + carry case), one vehicle unit (Philips Telecom FM1100 plus vehicle adaptor) and one handset (Philips Telecom PRP73/PRP78).
Estimated value excluding VAT:
Range: between 4 500 000 and 10 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Authority will seek option periods for SMRE and Radiating Cable (“Leaky Feeder”) support for up to an additional five years beyond the estimated duration period. There are likely also to be additional hardware, spares and ancillary purchases during the option period and details will be available in the ITT document.
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 26.4.2013. Completion 25.4.2023

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

May be required by the Authority at the ITT stage or at the Contract stage.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As required in the ITT document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As required in the ITT document.
III.1.4)Other particular conditions
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.

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
This information will be detailed in the PQQ.
Minimum level(s) of standards possibly required: These will be detailed in the PQQ.
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.
(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.
(c) An indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work.
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities.
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate.
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work.
(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.
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(k) With regard to the products to be supplied:
(i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests;
(ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
This information will be as detailed in the PQQ.
Minimum level(s) of standards possibly required:
As detailed in the PQQ 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

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: The PQQ will state the criteria.
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

Prior information notice

Notice number in the OJEU: 2012/S 162-269850 of 24.8.2012

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

2.1.2013 – 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

Any EU official language
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

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-2012115-DCB-4365273.

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

Air Defence & Air Traffic Systems (ADATS), DE&S
Room C29, Bldg 85, RAF
SG16 6DN Henlow
E-mail: James.Hill787@mod.uk
Telephone: +44 1462851515-4095

Body responsible for mediation procedures

Air Defence & Air Traffic Systems (ADATS), DE&S
Room C29, Bldg 85, RAF
SG16 6DN Henlow
Telephone: +44 1462851515-4095

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

Air Defence & Air Traffic Systems (ADATS), DE&S
Telephone: +44 1462851515-4095

VI.5)Date of dispatch of this notice:5.11.2012