Services - 25336-2019

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17/01/2019    S12    - - Services - Contract notice - Negotiated procedure 

United Kingdom-Bristol: Data management services

2019/S 012-025336

Contract notice


Directive 2009/81/EC

Section I: Contracting authority/entity

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

Ministry of Defence, Defence Equipment and Support (DE&S), SEOC
MOD Abbey Wood #4342, Elm 3b
Contact point(s): Mr Marc Hughes (DES Comrcl-CDP114)
BS34 8JH Bristol
United Kingdom
Telephone: +44 7790361105

Internet address(es):

General address of the contracting authority/entity:

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/entities
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:
Codification Information Services
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 3: Defence services, military defence services and civil defence services
Main site or location of works, place of delivery or of performance: United Kingdom

NUTS code UK

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):
Data management services. Codification is the process of capturing key data attributes for “Items of Supply” and “Items of Production” used within Defence in a structured and standardised way across multiple systems and with the other NATO members.
The project is seeking to procure a proven, NATO-compliant solution/service, which supports both:
— NATO Specific data: These are agreed under NATO governance and shared with all member nations,
— Supply Management Data (SMD): Country specific data used to assist in the management and supply of items across the UK’s Defence Support Network.
The authority is procuring an end-to-end managed service, including application, service management, interfaced with existing logistics applications and wider service management arrangements.
Option: See Section II.2.2)
Out of scope: The project is only looking at codification information services to support business processes. The codification activity itself is not covered by this project.
The deliverables MOD is expected to achieve through this project include:
1) A NATO-compliant, cost-effective Information solution/service to support Logistics Codification activities;
2) Strengthened Master Data Management and reduction in data quality issues within logistics Information Systems;
3) An “evergreen” solution/service, open and supportable into the future, aligned with the MOD Defence Information Strategy.
The anticipated service will provide:
1) Proven NATO-compliant capability to support the codification of NATO data (i.e. a solution currently in use in a NATO member country for the codification of logistics data). The system must be licenced for:
(i) approximately 300 codification users (MOD) including sub-contracted Contractor Logistics Support;
(ii) approximately 15 000 + query/requestor users (MOD and Industry). User searching to items, requesting a NCAGE, etc.
(iii) 6 000 000 NSNs;
(iv) 40 000 annual growth.
2) Configuration of a UK specific solution for UK national data codification requirement (SMD) (circa 50-100 data entities).
3) Integration to approximately 5 existing MOD inventory management and engineering systems.
4) Service management for 2nd and 3rd line support 24/7 operation, with MOD providing 1st line support.
The MOD will be seeking a single provider to deliver all capabilities.
The MOD shall provide hosting on an MOD accredited, JSP 604 compliant, UK-based data centre with 99,8 % availability.
The MOD will not accept requests to extend the PQQ response period.
II.1.6)Common procurement vocabulary (CPV)


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
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:
5 year contract with x 2 x 2-year option years. Initial contract will be 5 years and the authority will have the ability to extend to 7 and 9 years.
Estimated value excluding VAT:
Range: between 4 000 000 and 8 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: 5 year contract with x 2 x 2-year option years. Initial contract will be 5 years and the authority will have the ability to extend to 7 and 9 years.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Not applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payments will be made electronically via Contracting, Purchasing and Finance (CP&F).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Not applicable.
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:
GDPR; Cyber Security.
III.1.5)Information about security clearance:
Candidates which do not yet hold security clearance may obtain such clearance until: 16.8.2019
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

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.
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.
See PQQ.
Minimum level(s) of standards possibly required: See PQQ

Criteria regarding the economic and financial standing of subcontractors (that may lead to their rejection)

Information and formalities necessary for evaluating if the requirements are met: See PQQ
Minimum level(s) of standards possibly required: See 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 5 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.
(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 3 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.
(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).
See PQQ Part 2, Form F for specific technical questions.
Minimum level(s) of standards possibly required
Pass/Fail and Scored — Response will be deemed as failed if minimum of “Pass” not achieved where applicable; and minimum 60 % overall score must be achieved for questions 6.1.1 to 6.1.9 (see PQQ Part 2, Form F).

Criteria regarding the technical and/or professional ability of subcontractors (that may lead to their rejection)

Information and formalities necessary for evaluating if the requirements are met:
Minimum level(s) of standards possibly required
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
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: It is possible to proceed with fewer than 3 tenderers, however SEOC must be sure the requirement can be delivered. The project schedule allows for a maximum of 6 tenders to be assessed.
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 no
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:
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2018/S 184-417654 of 25.9.2018

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
17.2.2019 - 17:00
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

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. 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. The link below to the website provides information on the Government Security Classification.

Advertising Regime OJEU:- This contract opportunity is published in the Official Journal of the European Union (OJEU), the MoD Defence Contracts Bulletin and

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

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: 494S9T53YS GO Reference: GO-2019114-DCB-13877511
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Ministry of Defence, SEOC
MOD Abbey Wood #4342, Elm 3b
BS34 8JH Bristol
United Kingdom
Telephone: +44 7790361105
Internet address:

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: