Northern Lighthouse Board
TENDER FOR THE PROVISION OF MARINE LANTERNS
REF: NLB/LANT/1325
SCHEDULE OF REQUIREMENTS & PRICING
This Tender has been created in MS Word 2007 and is designed to be completed electronically.
If you have downloaded this Tender from our Buyer Profile can you please register your interest with Colin Brolly, Commercial Manager by emailing this will ensure that you are provided with any subsequent clarification information.
You may wish to read NLB’s Procurement Guide and a copy can be found on our buyer profile under the Buyer Profile/Other Information headings.
Contents
Introduction / 3Background Information / 4
Submitting a Tender / 6
Requirements / 7
Tender Submission Requirements / 10
Contractors Responsibilities / 13
Specification and Pricing Schedules / 16
Appendix I;Standard Selection Questionnaire / 22
Appendix II; Instructions to Tenderers / 40
Appendix III;Declaration of Non-Collusion / 42
Appendix IV:Form of Tender / 43
Appendix V;Terms and Conditions of Contract / 45
Appendix VI;Tender Evaluation Matrix / 54
Appendix VII;Tender Return Label / 56
Introduction
Following our OJEU Open Procedure contract notice you have requested our invitation to tender (ITT) documents. Please ensure you understand all aspects of this ITT. All information contained within this ITT will be used by the Northern Lighthouse Board (NLB) for the purposes of this project only.
This tender is subject to the EU Procurement Directive 2014/24/EU Open Procedure and our notice 2016/S 222-404136.
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 NLB 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 VIII
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 willbe within the public domain, your attention is drawn to Page 11 – 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 andbeacons, 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 Colin Brolly 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 Friday 16thDecember 2016.
The closing date for receipt of tender is Friday 23rdDecember 2016at 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.
Colin Brolly
Commercial Manager
Northern Lighthouse Board
84 George Street
Edinburgh
EH2 3DA
United Kingdom
Email:
Tel: 0044 131 473 3134
Completed Tenders should be forwarded using the label provided at Appendix VII to:
Director of Finance
Northern Lighthouse Board
84 George Street
Edinburgh
EH2 3DA
United Kingdom
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 Finance 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 Finance 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 at Annex VIII, you can also email your Tender submission to if you wish to ensure delivery before the deadline. Please put “Tender Ref:ENP1/LANT/1325” 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 original is received within two working days of this deadline.
Please be aware that tenders issued are non-transferrable. Should you choose to not to tender please advice Colin Brolly as soon as possible and do not pass the documentation to any other party. It is in your interest to ensure that all the information requested is provided in your tender submission; that you return the correct number of copies using the label provided; and that your submission reaches us by the closing date.
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 Board Room at 84 George Street, Edinburgh, 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.
Requirements
The contract requirements have been expressed as lots. Tenderers have the opportunity to bid for each lot any number of combinations including single offers and joint offers or all lots and provide alternative options and variations for consideration. This allows greater flexibility and there is no limit to the number of offers you can make. Please ensure your tender submission clearly indicates which lot(s) you are tendering for.
- Lot 1 is for NLB requirements covering High Power LED`s
- Lot 2 is for NLB requirements covering Standard LED`s
This contract shall be a FrameworkAgreement for the supply of Marine Lanterns. The contract may be awarded in whole or in part, however NLB reserve the right not to make an award. Any quantities referred to within this document will be indicative and official purchase order(s) will be issued for requirements during the contract period by NLB.
These terms together with the information contained within our invitation to tender package and relevant parts of the successful tender submission will be used to form a final contract, to be agreed by NLB and the successful Tenderer(s).
Please be aware that acceptance of the contract terms forms part of our evaluation criteria and NLB do not intend to negotiate the final conditions of contract. All variances and qualifications proposed must be clearly presented within tender submissions as an appended schedule.
This contract shall be let in January 2017 approximately and will run for a period of 4 years.
Please refer to the Specifications of Technical Requirements starting on Page 16 for further information.
You may find the following GLA Guide to Potential Suppliers interesting as it provides useful tips and advice:
Alternative Solutions or Variations
We recognise that Tenderers may not be able to provide a solution that is 100% compliant with our requirements. Compliance is important to NLB to ensure we achieve our project objectives
Tenderers must ensure that all offers are fully detailed within their tender submission, showing where they vary from the requirements and contract terms provided, what the alternative proposals will deliver to NLB plus a statement highlighting the positive and negative aspects of the proposal together with all the other information requested within this document. There is no limit on the number of alternative solutions or variations that can be proposed.
All proposals received will be evaluated using the Tender Evaluation Criteria shown in Appendix VI onwards. If a variation or alternative solution is selected for contract award, the final terms of contract may be subject to review and discussion prior to the final award of contract. Please be aware that any variations or alternative solutions provided must have no detrimental impact on NLB services to the Mariner. Appendix II – Instructions to Tenderers Clause 8 also refers.
Variations or alternative solutions provided must not be materially different to our requirements any variations or alternatives provided that are materially different will not be considered.
Additional Features
Please ensure that your tender submission addresses all the features of your proposal, this includes standard features that we have not detailed within our requirements specification. We would ideally like to see the added benefits of the additional features and where you believe these will be of benefit to NLB.
Contract Award Criteria
The criteria and weightings shall be used to assess the tenders received, with a view to awarding the contract, the full evaluation matrix being used can be found in Appendix VII NLB reserve the right to award the Contract in whole or in part and to make no award of contract if necessary. NLB may appoint more than one contractor to meet the requirements for the Lanterns.
Evaluation of Tender Criteria and Relative Weighting – Lots 1 & 2
- Price, Financial Status of the Supplier, Acceptance of NLB’s Terms and Conditions of Contract (25%)
Weighting
Price / 20
Pricing Mechanism for proposed Increases / 5
Financial Viability based on Z-score and Dun & Bradstreet Risk of Business Failure (Q4 Page 15) / To be provided by successful tenderer
Acceptance of NLB Terms and Conditions / Yes/No
All Documents returned and signed / Yes/No
- Specification(75%)
Weighting
Compliance with requirements –Pages 16-21 / 50
Examples of were units are currently in use – Page 16 / 15
Delivery Timescales / 5
Maintenance Page 16 / 5
- Company Information (0%)
Weighting
Information provided in the Standard Selection Questionnaire that is not evaluated above / Yes/No
Option for short listed contractors to provide a unit to R&RNAV to allow NLB to test the units and ensure that NLB requirements are met – this element would be a Pass or Fail.
Delivery
Please be aware that delivery may be Northern Lighthouse Board, Gallanach Road, Oban, Argyll, PA34 4LS or to any other addresses specified on the Official Purchase Order issued. Delivery must be delivered duty paid (DDP - Incoterms®) to the nominated delivery address
Timetable
Set out below is the proposed procurement timetable. This is intended as a guide and, whilst NLB does not intend to depart from the timetable, it reserves the right to do so at any time.
Target Date / Activity15th November 2016 / OJEU Open Procedure contract notice sent for publication
15th November 2016 / Tender documents will be downloadable from NLB’s Procurement Portal
23rd December 2016 / Tender Return Deadline
11 and 12 January 2017 / Evaluation of tenders completed (approximate date)
16th January 2017 / 10 working day standstill period (known as the Alcatel judgement) with issue of letter of intent
30thJanuary 2017 / Contract Award
February 2017 / Contract commences
Tender Submission Requirements
Your tender proposals must include all the information requested throughout this document, including: -