Northern Lighthouse Board
TENDER FOR THE PROVISION OF MAIN ENGINE SERVICES
REFERENCE: OPSH/ENG/1457
SPECIFICATION & PRICING
Contents
Introduction3
Background Information4
Point of Contact5
Submitting a Tender6
Description of Works7
Pricing Schedule10
Tender Submission Requirements12
Standard Selection Questionnaire16
Grounds for Disqualification30
Instructions to Tenderers35
Declaration of Non-Collusion38
Form of Tender39
Evaluation Matrix40
Tender Return Label51
Introduction
Please ensure you understand all aspects of this ITT. All information contained within this ITT will be used by the Commissioner of Northern Lighthouses operating as the Northern Lighthouse Board (NLB) for the purposes of this project only. This ITT is non-transferable, if you decide you do not wish to tender please inform Ruth Millan. Procurement Administrator, Email: as soon as possible and where possible explain why you have decided not to tender.
No information contained in this ITT, or in any communication made between NLB and any Tenderer in connection with this ITT, shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this ITT. NLB reserves the right, subject to the appropriate procurement regulations, to change without notice the basis of, or the procedures for, the competitive tendering process or to terminate the process at any time. Under no circumstances shall NLB incur any liability in respect of this ITT or any supporting documentation.
Direct or indirect canvassing of any NLB Commissioners, NLB staff, public sector employee or agent by any potential bidder concerning this requirement, or any attempt to procure information from any NLB Commissioner, NLB Staff, public sector employee or agent concerning this ITT may result in the disqualification of the Tenderer from consideration for this requirement.
NLB will not reimburse any costs incurred by Tenderers in connection with preparation and submission of their responses to this ITT.
All information contained within this ITT will be used to inform NLB’s project board/team relating to this project alone.
Tenderers are advised to answer all questions. While a lack of response may not preclude you from consideration, NLB will request no further information before the evaluation of responses and the issuing of the invitations to tender. Therefore it is in your interest to ensure that your submission is complete at the time of sending. You may provide additional information, if relevant, with your tender submission.
Tenders must be explicit and comprehensive in their responses to invitation to tender and are advised neither to make any assumptions about their past or current supplier relationships with the GLAs nor to assume that such prior business relationships will be taken into account in the evaluation procedure. Submitted tenders will be evaluated solely on the evaluation criteria detailed in Annex VI
In accordance with EU and UK legislation and public sector transparency guidelines, please be aware that NLB contracts will be advertised and also published following contract award. Information in relation to the contracts will be within the public domain, your attention is drawn to Page 14 – Freedom of Information Act 2000.
Background Information
The Commissioners of Northern Lighthouses – operating as the Northern Lighthouse Board (NLB) and the Corporation of Trinity House (England, Wales, Channel Islands and Gibraltar) together with the Commissioners of Irish Lights (the whole of Ireland - are the General Lighthouse Authorities (GLAs) with responsibility, subject to certain provisions, for the superintendence and management of “all lighthouses, buoys and beacons” throughout their respective geographical areas including “the adjacent seas and islands....” within and beyond territorial waters. In all, the GLAs provide some 1,200 traditional aids complemented by a mix of radio navigation aids for the safety of all mariners engaged in general navigation irrespective of who pays for the service, the size or type of the vessel, her equipment fit, the competence of her crew, or her flag.
Through an agreement with the Government of the Irish Republic the three GLAs provide an integrated network of Aids to Navigation around the British Isles. This discharges both the United Kingdom and Irish Governments’ obligation under the International Maritime Organization’s Safety of Life at Sea Convention.
The costs of the GLA’s services are met from the General Lighthouse Fund (GLF). The income to the GLF comes mostly from light dues which are charged on commercial shipping at United Kingdom and Republic of Ireland ports. There is no provision for Exchequer funding except in the Republic of Ireland and in relation to guarantees under the GLAs’ borrowing powers. The Secretary of State for Transport has a duty to ensure the effective management of the GLF and enable the adequate provision of aids to navigation at the minimum cost.
The Northern Lighthouse Board carries out the functions of the Commissioners of Northern Lighthouses who are constituted in terms of, and are given certain powers and duties by, Part VIII of and Schedules 8 and 9 to the Merchant Shipping Act 1995. The subject matter of that Act is a reserved matter under Section 30 of and Schedule 5 to the Scotland Act 1998 and in terms of Section 29 of the Scotland Act 1998. The Board's affairs will continue to be subject to legislation passed by the United Kingdom Parliament. Ministerial responsibility will remain with the Department for Transport.
Under Section 193 of the Merchant Shipping Act 1995 NLB is the GLA for Scotland and adjacent seas and islands and the Isle of Man, and under Section 195 is vested with the responsibility for the superintendence and management of all lighthouses, buoys and beacons. Our Head Office is at 84 George Street, Edinburgh, EH2 3DA. We have a waterfront operating base in Oban on Scotland’s West Coast and it supports our ships and buoy maintenance work; and provides facilities for helicopters. We have smaller business premises in the Northern Isles and Inverness
The efficiency of our Aids to Navigation are measured against international standards set by the International Association of Marine Aids to Navigation and Lighthouse Authorities (IALA). IALA is a non-profit, non-governmental international technical association. IALA’s aim is to harmonize aids to navigation worldwide and to ensure that the movements of vessels are safe, expeditious, cost effective and harmless to the environment.
Within its area of jurisdiction as a General Lighthouse Authority, NLB has various powers and responsibilities in connection with the provision, maintenance, alteration, inspection and control of lighthouses, buoys and beacons, under Section 197 of the 1995 Act as amended. NLB also has Wreck Removal powers under Section 253 of the Act.
For further information please see our website:
Point of Contact
All enquiries must be addressed, to Ruth Millan, Procurement Administrator as the single point of contact for this exercise, at the address shown below and must be submitted in writing or by email; these shall all be recorded and email is preferable. Tenderers should be aware that it will be the intention of NLB to circulate in writing, to all interested parties all queries and enquiries received together with our response. The source of the question will not be disclosed. To ensure that all Tenderers have the same information, we will respond to all queries and points of clarification raised by 16:00 hours on Tuesday 9 January 2018.
The closing date for receipt of tender is Wednesday 17 January 2018 at 12:00 hours. You should note that NLB may seek amplifying information from Tenderers, or from third parties in amplification of any part of the submission.
Ruth Millan
Procurement Administrator
Northern Lighthouse Board
84 George Street
Edinburgh
EH2 3DA
Email:
Direct Tel: 0131 473 3104
Completed Tenders should be forwarded using the label provided to:
Director of Business Services
Northern Lighthouse Board
84 George Street
Edinburgh
EH2 3DA
NLB have a strict procedure for the control of information and the management of its tender processes. All tender submissions received prior to the tender return deadline with be placed by our Reception Staff within a double locked tender box. The Director of Business Services and Commercial Manager each have one key to this box and they or their representatives must both be present to enable opening. This box is only opened after the tender return deadline and the tenders for each project are removed for opening and the box locked. Therefore it is essential that the outer envelope of your tender bears the tender label provided.
Tenders are opened by the Director of Business Services and the Commercial Manager (or their appointed representatives) and formally recorded; each page is endorsed and checked for alterations etc. Tenders are then given to the Commercial Section for evaluation.
You must address all aspects of pricing within your tender submission including the method for charging the service, additional services required, recoverable expenses etc. Please ensure that you detail all costs involved with the service provision and any associated costs. NLB will not be liable for any unidentified costs.
Please do not hasten the progress of your tender. All Tenderers will be advised at appropriate stages of the evaluation process and there is no advantage to be made by hastening progress.
Submitting a Tender*
All Tenders are submitted entirely at the cost of the Tenderer. NLB will not be responsible for any costs associated with any tender submission or subsequent activities. Tenders received after the closing date and those not providing the correct number of copies of all information may not be considered.
Whilst Tenders must be returned in hardcopy using the label provided you can also email your Tender submission to if you wish to ensure delivery before the deadline. Please put “Tender Ref: OPSH/ENG/1457 as the subject of the email. We have no limit on the size of email received however to ensure that there are no receipt problems please limit email size to no more than 10 Mb and there is no limit on the number of emails sent. Other types of file especially Zip files or encrypted files may cause problems and could hamper the delivery of your Tender. This email box is only opened following the deadline and the above procedure still applies. Tenders received after the closing date will not be considered. Emailed copies will only be accepted if the hard copy is received within two working days of this deadline.
Tenderers should include a single point of contact in their organisation for their response to the ITT. NLB will not be responsible for contacting the Tenderer through any route other than the nominated contact. The Tenderer must therefore undertake to notify any changes relating to the contact promptly. Please ensure you provide full contact details including an email address, landline and mobile telephone number.
NLB may request to visit your premises, visit a reference site or undertake any appropriate action required as part of the tender evaluation and you may also be asked to attend an interview and make a formal presentation to NLB’s Project Team. Interviews will be held in NLB premises at 84 George Street, Edinburgh, EH2 3DA, Scotland, United Kingdom and attendance is entirely at your own cost. The final detail of such requests will be identified at the tender evaluation stage, all requests will be made in writing and appropriate conditions for participation may be attached.
The Requirement
The Northern Lighthouse Board’s vessels NLV Pharos and NLV Pole Star are due servicing on the following Engines. This contract will run from February 2018 run for a period of 3 years.
The below listed engine services are planned for the period of the agreement, these services may be altered, be cancelled or additional services added. They are only listed for reference to highlight what NLB has currently planned in order that the Tenderer can place a competitive bid.
NLB will supply all spares and tools for these services. Tenderer to supply a man day rate for one year for these services and for breakdowns. All engine work* during this 3 year agreement will be awarded to the Tenderer, pending the availability of the service engineers. NLB will provide a minimum of 6 weeks’ notice for planned services. Breakdown’s may be at short notice, if the Tenderer does not have available service engineer due these time constraints then the NLB reserves the right to use another 3rd party for the works.
*Engine work on NLV Pharos limited to 3x Wartsila 8L20 and 2x Wartsila 4L20 engines.
*Engine work on NLV Pole Star limited to 3x Cummins/Wartsila CW8L170 engines.
Tenderer to provide fixed mileage allowance and hour/day travel rates for the service engineers. Most services will be done in Scotland, though it is possible some may be done in England and Ireland.
Tenderer to state if their service engineers will use the vessel accommodation and meals if available on the vessel to save additional costs. Tenderer to provide fixed day price for Accommodation & meals per man/day should vessel accommodation not be available.
Prior to scheduled service work, NLB will provide a detailed scope. In return and no later than 3 weeks prior to the start of the scheduled maintenance period, Tenderer to provide scheduled plan of work (method statement), including amount of service engineers and timeframe for completing the works. A risk assessment (RA) for the works should also be provided at this time, this RA should be reviewed just prior to commencement of the work in case new risks have been identified.
All work should be done under the NLBs Permit to Work System, (or DRYDOCKS Permit to Work system). A toolbox talk to be had with the service engineers and vessel’s Technical staff.
On completion of worksthe Tendereris required to test run/commission the engine and/or new parts. Tenderer may have to write procedures for this at NLBs request.
Prior to invoicing, a written detailed report is required for our records after each service including photographs and measurements with a list of the spare parts used.
Tenderer to also quote for overhauling a cylinder head for each engine type, cost will be excluding spares. NLB will provide all required spares or may request a quote for these spares from the Tenderer.
The service will typically fall in the month of February for NLV Pharos and September for NLV Pole Star however this is subject to change.
For the pending NLV Pharos work for February 2018 shown directly below. This is the actual work scope required and is not just for reference. As such please provide the amount of service engineers and timeframe for completing this work along with your service engineer’s availability. Also please send a Risk Assessment and a Method Statement and programme of works.
The successful contractor will have the opportunity to view the Engines on board either during the initial service in February or a mutually agreed date.
NLV PHAROS
Port Aft Main Engine Wärtsilä 8L20
Due February 2018 - Estimated 16 man days
Class survey, Head replacement (x8), liner overhaul(x8), bottom end brg replacement (x8), bottom end bolt replacement, one piston split & crack test, crankpin ovality measurement, new piston rings (all pistons), check thrust brg clearance, inspect camshaft bearings, governor actuator replacements, main coupling overhaul/checks, remove and test thermostatic valves, one main bearing inspection, overhaul overspeed trip, crankcase deflections, overhaul FO booster pump, overhaul LO priming pump and motor, remove and refit all HP fuel pumps, remove and refit Turbo charger. Clean LO cooler & Air Intercooler (only if class surveyor dictates).
Centre Aft Main Engine Wärtsilä 8L20
Due February 2019 - Estimated 12 man days
Remove and clean Geislinger damper, measure wear and replace seals as per manufacturer’s requirements. Refit damper an all engine accessories. Overhaul LO, HT & LT pumps. Overhaul HT & LT & LO thermostatic valves.
Centre Fwd Main Engine Wärtsilä 4L20
Due February 2019 - Estimated 14 man days
Class survey, Head replacement (x4), liner overhaul(x4), bottom end brg replacement (x4), bottom end bolt replacement, one piston split & crack test, crankpin ovality measurement, new piston rings (all pistons), check thrust brg clearance, inspect camshaft bearings, governor actuator replacements, main coupling overhaul/checks, remove and test thermostatic valves, one main bearing inspection, overhaul overspeed trip, crankcase deflections, overhaul FO booster pump, overhaul LO priming pump and motor, remove and refit all HP fuel pumps, remove and refit Turbo charger. Clean LO cooler & Air Intercooler (only if class surveyor dictates). Overhaul LO, HT & LT pumps.