Northern Lighthouse Board
TENDER FOR THE UPGRADE & REPLACEMENT OF BOILER SYSTEM – OBAN DEPOT
NLB REF: DOBA/BOIL/1116
INTRODUCTION
Important InformationPlease note that there will be a site visit to allow Tenderers to view the works required prior to the closing date. Details of the site visit are on Page 12. It is important that Tenderers or their representative(s) attend the site visit, any Tenderers submitting a tender that have not attended the site visit, will not be considered. Full details of the evaluation criteria are detailed in Annex VIII of this document.
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 – NLB / 4
Point of Contact / 5
Submitting a Tender / 6
Agreement Nature / 7
NLB Requirements / 8 - 15
Pricing Schedule / 16 – 17
Tender Information Schedule / 18 – 31
Statement of Good Standing – Annex I / 32
Discretionary Grounds for Rejection – Annex II / 33
Grounds for Disqualification / 34
Instructions to Tender – Annex III / 35 – 38
Declaration of Non-Collusion - Annex IV / 39 – 40
Form of Tender - Annex V / 41 – 42
Evaluation Matrix - Annex VI / 43 – 45
Tender Label - Annex VII / 46
Conditions of Contract for the Purchase of Services - Annex VIII / 47 - 57
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 Fiona Lynch, Commercial Manager,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 other than clarification of the tender submitted if needed. 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 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 will be within the public domain, your attention is drawn to Page 14 – Freedom of Information Act 2000.
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.
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 Organisation’s Safety of Life at Sea Convention.
The costs of the GLA’s services are met from the General Lighthouse Fund (GLF) and this is managed by the Department of Transport (DfT). 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.
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 Donald Innes 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 onThursday 2 April 2015.
The closing date for receipt of tender is Wednesday 8 April 2015 at 12:00 hours (noon). You should note that NLB may seek amplifying information from Tenderers, or from third parties in amplification of any part of the submission.
Donald Innes
Procurement Administrator
Northern Lighthouse Board
84 George Street
Edinburgh
EH2 3DA
United Kingdom
Email:
Tel: 00 44 131 473 3130
Fax: 0044 131 473 2436
Completed Tenders should be forwarded using the label provided at AnnexVII 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 willbe 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:DOBA/BOIL/1116 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.
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.
Agreement Nature
This agreement shall be for a fixed cost for the replacement of the Boiler System at NLB Oban Depot at Gallanach Road, Oban, Argyll, PA34 4LSmay be awarded in whole or in part, however NLB reserve the right not to make an award.
Any quantities referred to within this tender document will be indicative and official order(s) will be issued for requirements during the agreement period.
NLB may appoint more than one Contractor to ensure all our requirementsare fully met. You may wish to consider using Sub-Contractors, a joint venture or other method of fully meeting our requirements within your tender submission. The successful Tenderer must provide evidence of their professional accreditation for a commercial gas installation within their tender reply.
This contract can be terminated by NLB with 30 days written notice.
NLB Requirements
The Oban base operates a LTHW heating system that is made up of 5 boilers that are supplied from a mains gas system
- 3 are located in the in the Buoy store/ESTF building in a boiler room
- 2 are located in the Main store below the Offices in a boiler room
One of the boilers in the main store was replaced in late 2014 with an Ideal Evomax 60 Condensing Boilers, as it had become impossible to procure spare parts for the original boilers which are approximately 14 years old,it is now the Board intension to replace the remaining four (4) Clyde Bluemax 60-4 wall mounted boilers units.
It is the Boards intention to award this contract to a single contractor, and it is envisaged that the successful Tenderer will be responsible for the decommissioning strip out and dispose of the existing four (4) Clyde Bluemax 60-4 wall mounted boilersunits within the Buoy store/ESTF building Main Store boiler rooms and all associated pumps and pipework.
Prior to the decommission of the existing LTHW system the successful Tenderer will make arrangements to attend site to carry out a health check on the existing controls installation and any other equipment associated with Boilers and provide a report.
To ensure consistence and commonality with the recently replaced LTHW Boiler unit in 2014, the Board with only consider Ideal Evomax 60 Condensing Boilers for consistence with future maintenance and support reason. The successful Tenderer shall then supply, install, test and commission a new LTHW system with four (4) Ideal Evomax 60 Condensing Boilerswhich will connect to the existing main LTHW distribution pipework and ventilation systemswithin the Buoy store/ESTF building Main Store boiler rooms. Equipment data sheets must be submitted with your tender reply for any proposed equipment.
Welding Procedure and Approvals
The successful Contractor shall produce and submit welding procedures for any proposed works. The Tenderer must demonstrate their capability to conduct the appropriate type and class of work in line with the relevant British Standard or equivalent and provide details of the skilled craftsman in possession of a current Certificate of Competence appropriate to type and class of work, issued by an approved authority. The Contractor shall provide copies of any certification that verifies the integrity of the materials, by request, to NLB. Also, any records of tests prescribed to the proposed works, shall be provided.
Project Timescales
It is envisaged that the above works will be carried out over a maximum period of 10 working days to minimise impact on heating to buildings and for continual heating to be available to both buildings. All works to be carried out during normal working hours of the Oban base which are 08:00-16:35hrs, Monday –Friday. Tenderer must confirm their acceptance to the maximum project timescale period of 10 working days or indicate their envisaged project timescales to complete the works. A project plan and programme of works must be submitted with your tender reply.
TrainingOperating Manual
Upon the successful installation and commissioning of the new LTHW heating system the successful Tenderer with provide user training on operating the new LTHW heating system to key Oban Base staff including the supply of one (1) hard copy user/operating manual. Details of your user training should be included within your tender reply.
Service Level AgreementMaintenance Support