Tender for Joint Asset Management and Engineering Solution

Tender for Joint Asset Management and Engineering Solution

The JAMES requirement is the provision of an information system which provides comprehensive Engineering and Asset Management (E&AM) information and applies common practices across the Ministry of Defence (MoD), Agencies and supporting commercial organisations. This capability is currently facilitated through a managed service provision contract.

United Kingdom-Bristol: Information systems

2014/S 047-079284

Contract notice

Services

Directive 2009/81/EC

Section I: Contracting authority/entity

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

JSC/LCS, JSC/LCS
LogNEC Commercial, #3255, Cedar 2c, NH3,Ministry of Defence
For the attention of: Mrs Christina Moody
BS34 8JH Bristol
UNITED KINGDOM
Telephone: +44 3067985381
E-mail: christina.moody308@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

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:

Joint Asset Management and Engineering Solution (JAMES).
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 26: Other services
NUTS code UKK15

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):

Information systems. The JAMES requirement is the provision of an information system which provides comprehensive Engineering and Asset Management (E&AM) information and applies common practices across the Ministry of Defence (MoD), Agencies and supporting commercial organisations. This capability is currently facilitated through a managed service provision contract. There may be a requirement to migrate all data held on the existing system to any new provision.
There may be potential for the existing capability to be licensed from the current provider, and this would require negotiation. To ensure there is no break in service and to allow for the selected provider to perform a transition of management it would be necessary for potential providers to supply a transition plan.
In the event that the successful bidder utilises its own system, they shall be required to supply a capability and managed service from 1.1.2016, which meets the Authority’s Requirement. There is a requirement to conform to the Defence Information Reference Model (DIRM) for any development, trialling and transition. Both historic and existing data must be migrated to the system prior to Service Commencement. There will be a period of parallel running prior to the formal commencement of Service on 1.1.2016.
JAMES provides a platform level asset management capability that includes planning, tasking, maintenance and inventory management. It delivers a range of tools to assist in the planning and execution of equipment support, within a unit and throughout the support chain and interfaces with other MoD Inventory Management Operating Centre systems currently via the Enterprise Application Integration (EAI) hub. The ability to interface by other means to other systems is anticipated in order to promote the use and exploitation of data.
JAMES provides a through life management capability solution up to 9 million individual equipments comprising of approximately 15,000 equipment types. These include but are not limited to vehicles, weapons, and communication equipment. These are held across approximately 6000 locations, while supporting up to 30,000 user accounts and processing approximately 8.5 million transactions per month (or approximately 391,000 transactions per day). Data true as of Nov 2013 but continues to increase. These figures may fluctuate as a result of Defence needs.
JAMES provides the ability to manage equipment in a disconnected communications environment. This is achieved through a specific application hosted on ruggedised / deployable hardware, (owned by the Authority) which is part of the service inclusive, but not limited to configuration and technical application support.
JAMES is required to enable and enforce core Business Processes (BP) to facilitate Defence needs, in order to achieve end to end logistic and engineering information convergence throughout the Ministry of Defence (MoD). Providing near real time visibility of asset and engineering data, in order to enhance the readiness of equipment, whilst delivering deployment efficiencies. The processes provided through JAMES include, but are not limited to: Equipment Availability Planning, Tracking Equipment, Tasking Equipment, Repairing & Maintaining Equipment, Managing Equipment Availability, Support to Project Teams (PTs) and Fault Recording.
The System Application must be capable of being accessed by authorised Users using any MoD utilised infrastructure of the same security level as the application (currently Restricted). The application functionality must be accessible using web-enabled capabilities. The provider will be responsible for achieving accreditation through the Defence Security Standards Agency (DSSA) prior to Service Commencement.
Potential providers are to be aware that Transfer of Undertaking Protection of Employment (TUPE) and Contractors on Deployed Operations (CONDO) may be applicable to any resultant contract. The full details of the requirement will be defined in the subsequent Invitation to Tender. Potential providers must be aware that past performance will be assessed as part of the selection criteria. The Authority reserves the right not to place a contract as a result of the advert.
All potential providers are to submit a completed Dynamic PQQ which the Authority will use to down-select potential providers.
During the life of the contract additional capabilities may be required by the Authority, as a result of Business Process and or legislative changes. Other areas, such as, but not limited to: Health Usage Monitoring (HUMs), multi-channel media, distributive server/database locations, Application Programming Interface (API) defined services, deployable mobile user access devices and the potential for absorption of capabilities provided by other applications within Defence.
II.1.6)Common procurement vocabulary (CPV)

48810000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Potential for additional 5 x 12 month extension.
Estimated value excluding VAT:
Range: between 60 000 and 100 000 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: 70 (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:

Parent Company Guarantees may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

All payments will be made in GBP via P2P.
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 to which the performance of the contract is subject, in particular with regard to security of supply and security of information:

The contract will be subject to MoD UK Security Regulations.
TUPE may be applicable.
ITAR may be applicable.
All companies submitting a completed Pre-Qualification Questionnaire (PQQ) must be either X Listed or capable of becoming such following contract award.
III.1.5)Information about security clearance:

Candidates which do not yet hold security clearance may obtain such clearance until: 31.3.2015
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: The Authority will apply all the offences listed in Article 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (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 the 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.
All companies submitting a PQQ are required to provide “A Statement of Good Standing”.
Criteria regarding the personal situation of subcontractors (that may lead to their rejection) including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The standard declaration for economic operators will apply to all sub-contractors regarding personal situation.

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: (a) Appropriate statements from the economic operator’s bankers 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) 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.
Information to be provided in accordance with Part 1 of the 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:
(a) in the case of a supply contract requiring the siting or installation of goods, a services contract or a works contract, the economic operator’s technical ability, taking into account in particular that economic operator’s skills, efficiency, experience and reliability
(b) a list of works carried out over the past five years together with (unless the contracting authority specifies that the following certificate should be submitted direct to the contracting authority by the person certifying) certificates of satisfactory completion for the most important of those works indicating in each case: (i)the value of the consideration received; (ii)when and where the work or works were carried out; and (iii)specifying whether they were carried out according to the rules of the trade or profession and properly completed
(c) a statement of the principal goods sold or services provided by the supplier or the services provider in the past five years, or during a shorter period if necessary, and: (i) the dates on which the goods were sold or the services provided; (ii) the consideration received; (iii) the identity of the person to whom the goods were sold or the service were provided; (iv) any certificate issued or countersigned by that person confirming the details of the contract for those goods sold or services provided; and (v) where – (a)that person was not a contracting authority, and (b)the certificate referred to in sub-paragraph (c)(iv) is not available, any declaration by the economic operator attesting the details of the goods sold or services provided
(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
(f) a check carried out by the contracting authority or on its behalf by a competent official body of the member State in which the economic operator is established: (i) on the technical capacity of the economic operator; and (ii) if relevant, on the economic operator’s study and research facilities and quality control measures
(g) in the case of works contracts, services contracts or supply contracts also covering siting and installation operations or services, the economic operator’s educational and professional qualifications where the economic operator is an individual and: (i) if any, those of the economic operator’s managerial staff; and (ii) those of one or more persons who would be responsible for providing the services or carrying out the work or works under the contract
(h) the environmental management measures, that the economic operator is able to apply when performing the contract, but only where it is necessary for the performance of that contract
(i) a statement of the services provider’s or contractor’s average annual number of staff and managerial staff over the previous three years
(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
(l) certification by official quality control institutes or agencies of recognised competence, attesting that the goods to be purchased or hired under the contract conform to standards and technical specifications (within the meaning of regulation 12(1)) identified by the contracting authority
(m) in the case of contracts involving, entailing or containing classified information, evidence of the ability to process, store and transmit such information at the level of protection required by the contracting authority
(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).
Information to be provided in accordance with Part 2 of the 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: yes

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 3 and maximum number 6
Objective criteria for choosing the limited number of candidates: PQQ will be issued and evaluated to down-select interested parties.
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:

LNEC1/0071
IV.3.2)Previous publication(s) concerning the same contract

Notice on a buyer profile

Notice number in the OJEU: 2014/S 42-070345 of 28.2.2014

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

4.4.2014 – 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

English.

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.

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.
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: 6PVCSU8YB2.
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-201434-DCB-5502648

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:4.3.2014