CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S)
Air Commercial Team, C&C
RAF High Wycombe, Gladiator Bldg, Site 1, Walters Ash
Attn: Miss Gillian Fairman
HP14 4UE High Wycombe
UNITED KINGDOM
Tel. +44 1494495735
E-mail: AirCmdSecCS-ACTComrcl6a1@mod.uk
Internet address(es) Address of the buyer profile AirCmdSecCS-ACTComrcl6a1@mod.uk
Further information can be obtained at: As in above-mentioned contact
point(s)
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
As in above-mentioned contact point(s)
Tenders or requests to participate must be sent to: As in above-mentioned
contact point(s)
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES
Ministry or any other national or federal authority, including their
regional or local sub-divisions
Defence
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
The provision of catering (including food supply), hotel, retail and
leisure services to various RAF training stations, RAF Benson & RAF
Odiham.
II.1.2) Type of contract and location of works, place of delivery or of
performance
Services
Service category: No 27
Main place of performance UNITED KINGDOM.
NUTS code UK
II.1.3) The notice involves
A public contract
II.1.5) Short description of the contract or purchase(s)
Catering services. Bar management services. Retail trade services. Hotel
accommodation services. Meal-serving services. Cleaning services. Air
Command's Air Commercial Team (ACT) is seeking expressions of interest
from potential strategic partners for the requirement to deliver
Pay-as-You-Dine (PAYD) catering, retail and leisure services (CRL) to 8
RAF sites across the United Kingdom. This will include: catering services,
hotel accommodation services, meal-serving services, bar management
services, retail trade services and related cleaning services within these
areas of operation. The services will be required for a period of 7 years,
with options required for up to 3 further years (although it is envisaged
that one of the stations may only require a contract for 4 years).
Potential suppliers will have the opportunity to invest in the RAF's CRL
facilities, subject to their commercial judgement, to improve the CRL
experience for service personnel. The following RAF stations are currently
envisaged as being within the scope of this requirement: Cosford
(including Adventure Training sub units: Fairbourne and Llanwrst),
Cranwell, Shawbury, Valley, Benson and Odiham. Companies should be aware
that the above list may be subject to change and additional RAF training
sites may be included. Due to the complexity and scope of the requirement,
potential suppliers must be in a position to bid for the requirement in
its entirety, whether as a single prime contractor or as a special purpose
vehicle/consortium of organisations acting together to deliver the
services. Where applicable, the commercial partner will be able to utilise
the Authority's Core Catering Manpower. It is anticipated that TUPE may
apply and therefore full Government Actuaries Department (GAD)
certification will be required. Potential suppliers with experience of
delivering the aforementioned services in a prime contractor role should
submit an expression of interest to Miss Gillian Fairman on
AirCmdSecCS-ACTComrcl6a1@mod.uk by 2.7.2010. Late expressions of interest
will not be considered. ACT will be conducting a pre-qualification
exercise. A pre-qualification questionnaire (PQQ) will be issued
electronically by ACT upon receipt of your expression of interest. You
will need to complete the PQQ and submit it electronically to ACT by
14.7.2010. Late PQQs will not be considered. Only those companies that can
demonstrate a sufficient level of competence against the Authority's
pre-qualification criteria will be invited to participate. This
competition will be conducted under the Competitive Dialogue procedure. It
is intended to invite a maximum of 4 companies to participate in dialogue.
The proposed programme is: issue of invitation to participate in dialogue
and submit outline solutions (ITPDSOS) on 18.8.2010; submission of outline
solutions on 20.9.2010; invitation to submit detailed solutions (ISDS) on
22.10.2010; Submission of Detailed solutions 5.1.2011; invitation to
submit final tenders (ITSFT) 14.2.2011; Submission of final tenders
7.4.2011; contract award September 2011. It is expected that phased
service commencement will commence as soon as possible thereafter. This
programme is a guideline and may be subject to change. We may down-select
the number of solutions to be taken forward to the invitation to submit
final tender stage (ISFT) by applying the evaluation criteria, which will
be set out in the ITPDSOS. We may opt to shorten the Dialogue process by
removing the requirement to submit outline solutions or detailed solutions
dependant on the companies selected to tender for the requirement. The
supplier development scheme, supplier and customer performance management
process (S&CPMP) is to provide a consistent means of reporting performance
achievement across the MOD-wide business against pre-determined and agreed
activities at various times throughout the life of a contract. Its purpose
is to aid the relationship between MOD and industry at all levels of the
business by a better understanding of the actual performance achieved
whilst under the contract. Companies should note that this process will be
a feature of any contract(s) that may be awarded in respect of this
possible requirement. In submitting an expression of interest interested
companies are to confirm their willingness to enter into this process in
the event that they are invited to submit a tender or offered a contract.
Further information on S&CPMP can be found on the MOD acquisition
operating framework (AOF) website http://www.ams.mod.uk CMT/Guidance/A-Z
Topics/Supplier Relations Development & Management, from the Supplier
Relations Group Intranet site and DESSRT-Sec@mod.uk. At the PQQ stage all
companies must confirm that:
a) they are willing to trade via the MoD's Electronic Trading system 'P2P'
and
b) they are willing to sign up to a benchmarking framework for CRL food
and commodity supplies using an industry recognised benchmark to ensure
value for money within the supply chain. Companies should be aware that
this may require the submission of their CRL food and commodity supplies
data to an independent third party as chosen by the Authority. It should
not be construed from this advert that a contract will subsequently be
awarded. Any expenditure, work or effort undertaken prior to contract
award is accordingly a matter solely for the commercial judgement of
potential suppliers.
II.1.6) Common procurement vocabulary (CPV)
55520000, 55410000, 55900000, 55110000, 55320000, 90910000
II.1.7) Contract covered by the Government Procurement Agreement (GPA)
No
II.1.8) Division into lots
No
II.1.9) Variants will be accepted
Yes
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope
The provision of catering (including food supply), hotel, retail and
leisure services to various RAF training stations across the United
Kingdom.
Excluding VAT Range between 60 000 000 and 90 000 000 GBP
II.2.2) Options
Yes
description of these options: The possibility of 3 x 1 (one) year
extensions.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION
Duration in months: 84 (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 or bank guarantees may be required.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them
Tenders are to be priced in sterling and payment will be made in sterling
or any other currency adopted by the United Kingdom.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded
The group will be required to nominate a lead partner with whom the
Authority can lawfully contract or form themselves into a single legal
entity before the Contract is awarded.
III.1.4) Other particular conditions to which the performance of the
contract is subject
Yes
Any resultant contract shall be subject to the supplier and customer
performance measurement process (S&CPMP). For further details of this
process please visit http://www.aof.mod.uk/. The MoD is progressively
migrating to electronic purchasing using the Purchase to Payment (P2P)
system operating over the Defence Electronic Commerce Service (DECS). Any
resultant contract shall also require the supplier to trade via the P2P
system. The MoD is keen to ensure value for money within the supply chain
and the successful bidder will be required to use a benchmarking framework
for the pricing of food and commodity supplies for CRL using an Industry
recognised benchmark.
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 requirements are
met: (a) Is bankrupt or is being wound up, where his affairs are being
administered by the court, where he has entered into an arrangement with
creditors, where he has suspended business activities or is in any
analogous situation arising from a similar procedure under national laws
and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an
order for compulsory winding up or administration by the court or of an
arrangement with creditors or of any other similar proceedings under
national laws and regulations;
(c) Has been convicted by a judgement which has he force of res judicata
in accordance with the legal provisions of the country of any offence
concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by ay means
which the contracting authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social
security contributions in accordance with the legal provisions of the
country in which he is established or with those of the country of the
contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in
accordance with the legal provisions of the country in which he is
established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information
required under this section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal
organisation as defined in Article 2(1) of Council Joint Action
98/733/JHA;
(i) Has been the subject of a conviction for corruption, as defined in
Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council
Joint Action 98/742/JHA3 respectively;
(j) Has been the subject of a conviction for fraud within the meaning of
Article 1 of the Convention relating to the protection of the financial
interests of the European Communities;
(k) Has been the subject of a conviction for money laundering, as defined
in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of
the use of the financial system for the purpose of money laundering;
Those economic operators who submit a Request to Participate will be
required to complete a pre-qualification questionnaire which will address
sections III.2.1 to III.2.3, conditions for participation, of this notice.
III.2.2) Economic and financial capacity
Information and formalities necessary for evaluating if requirements are
met: MOD has a duty to ensure that the contractor who is awarded this work
is both financially sound and has adequate financial resources to meet the
requirements of this contract. As part of the evaluation procedure, the
MOD will be undertaking a financial assessment of the applicants
concerned.
Potential contractors will be required to provide copies of their 3 most
recent sets of audited annual accounts as part of their submission. For
companies which are subsidiaries of a larger group, the last three audited
group accounts for the ultimate parent should also be provided. All
documentation should be in English or translated into English.
For foreign suppliers which do not routinely publish accounts in English,
as a minimum it will be sufficient to provide certified translations of
the following documents:
a) All primary reporting statements. That is, income statement or profit
and loss account, statement of financial position, or balance sheet, cash
flow statement, statement of changes in shareholders’ equity, or statement
of recognised income and expense or the foreign equivalent primary
statements specified in the prevalent generally accepted accounting
practice;
b) Audit opinions including statements regarding going concern;
c) All supporting notes to the accounts which relate to debt financing;
d) Foreign bidders may also be required to produce further translated
evidence from their audited accounts upon request by the Authority.
Based on the audited accounts provided, financial health will initially be
assessed on the basis of turnover, profitability, liquidity and capital
adequacy. Where concerns arise, further investigation will be carried out
and any bidder may be asked to provide additional supporting information.
Minimum level(s) of standards possibly required Full GAD certification of
the company's pension arrangements.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if requirements are
met:
Suppliers selected to participate in dialogue will be required to
demonstrate satisfactory corporate experience of the provision of related
services, the technical capacity to manage a large contract and effective
environmental and supply chain management.
Minimum level(s) of standards possibly required
Quality assurance (QA) standards: QA certification required (i.e. ISO
9001:2000 or equivalent, or be working towards).
III.2.4) Reserved contracts
No
III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1) Execution of the service is reserved to a particular profession
No
III.3.2) Legal entities 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
Competitive dialogue
IV.1.2) Limitations on the number of operators who will be invited to
tender or to participate
Envisaged minimum number 3 maximum number 4
Objective criteria for choosing the limited number of candidates: The
criteria for selecting the limited number of participants are as follows:
a) Experience of providing catering services;
b) Experience of providing retail services;
c) Experience of providing leisure services
d) Experience of providing food supply services;
e) Ability to recruit and retain management teams with the necessary
experience and skills;
f) Effectiveness of operational management practices;
g) Ability to manage business risk effectively;
h) Ability to develop effective partnering relationships;
i) Delivery of benefits;
j) Effectiveness of organisational learning.
IV.1.3) Reduction of the number of operators during the negotiation or
dialogue
Recourse to staged procedure to gradually reduce the number of solutions
to be discussed or tenders to be negotiated Yes
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) An electronic auction will be used
No
IV.3) ADMINISTRATIVE INFORMATION
IV.3.1) File reference number attributed by the contracting authority
ACT/03816
IV.3.2) Previous publication(s) concerning the same contract
No
IV.3.3) Conditions for obtaining specifications and additional documents
Payable documents No
IV.3.4) Time-limit for receipt of tenders or requests to participate
2.7.2010 - 17:00
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates
18.8.2010
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up
English.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT
No
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU 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:- These contract opportunities are published in
the Official Journal of the European Union (OJEU) and the MoD Defence
Contracts Bulletin. The award of any subsequent contract arising from such
requirements is subject to the Public Contract Regulations 2006. Where
advertising is necessary in the OJEU and the DCB, the content of the 2
adverts must be exactly the same. Tracker reference:
TKR-201061-DCB-1668431 GO reference: GO-201061-DCB-1668432.
VI.4) PROCEDURES FOR APPEAL
VI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Authority will
incorporate a minimum 10 calendar days standstill period at the point
information on the award of the contract is communicated to tenderers.
This period allows unsuccessful tenderers to seek further debriefing from
the contracting authority before the contract is entered into. Applicants
have 2 working days from the notification of the award decision to request
additional debriefing and that information has to be provided a minimum of
3 working days before the expiry of the standstill period. Such additional
information should be required form the contract address in Part 1.1 of
this notice.
If an appeal regarding the award of a contract has not been successfully
resolved the Public Contracts Regulation 2006 (SI 2006 No 5) provide for
aggrieved parties who have been harmed or are at risk of harm by a breach
of the rules to take action in the High Court (England, Wales and Northern
Ireland). Any such action must be brought promptly (generally within 3
months). Where a contract has not been entered into the Court may order
the setting aside of the award decision or order the authority to amend
any document and may award damages. If the contract has been entered into
the Court may only award damages.
VI.5) DATE OF DISPATCH OF THIS NOTICE:
1.6.2010