For the Safety of All

INVITATION TO TENDER FOR THE PROVISION OF SATELLITE BROADBAND FOR NLV PHAROS & NLV POLE STAR

REF: OPSH/BROA/1443

INTRODUCTION

This Tender has been created in MS Word 2013 and is designed to be completed electronically.

Please note that there will be a site visit to allow Tenderers to view the works required prior to the closing date. Full details of the evaluation criteria are detailed on page 20 of this document.

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. Site visits will be conducted on 13th September 2017 NLV Pole Star at Leith Docks Edinburgh and 15th September 2017 NLV Pharos at Oban Depot for this project. Please contact Donald Innes, Procurement Officer: 0131 473 3130 or by email Procurement@nlb.org.uk to confirm attendance and names of representatives attending site. (Page 15). Tenderers or their representatives submitting a tender that have not attended the site visit will not be considered for this Tender.

If you have downloaded this Tender from our Buyer Profile can you please register your interest with Donald Innes, Procurement Officer, by email to Procurement@nlb.org.uk this will ensure that you are provided with any subsequent clarification information.

Contents

Introduction3

Background Information NLB4

Point of Contact5

Submitting a Tender6

NLB Vessels7

Existing System(s) 9

NLB Requirement 11

Pricing Schedule26

Standard Selection Questionnaire30

Grounds for Disqualification49

Instructions to Tender50

Declaration of Non-Collusion53

Form of Tender54

Evaluation Matrix56

Schedule 1 to 759

Tender Label66

Terms & Condition of Contract for the Purchase of Goods & Related Services 67

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 2015/24/EU Open Procedure and our notice 2017/S 1672-343290.

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 Donald Innes, Procurement Officer Email: Procurement@nlb.org.uk 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 NLBs 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 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 Page 20.

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 23 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 Organisations Safety of Life at Sea Convention.

The costs of the GLAs 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 Scotlands 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. IALAs 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: www.nlb.org.uk

Point of Contact

All enquiries must be addressed, to Donald Innes, Procurement Officer 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 28th September 2017.

The closing date for receipt of tender is Wednesday 4th October 2017 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.

Donald Innes

Procurement Officer

Northern Lighthouse Board

84 George Street

Edinburgh

EH2 3DA

Email: Procurement@nlb.org.uk

Tel: 0131 473 3130

Completed Tenders should be forwarded using the label provided on Page 66:

Director of Finance

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 will 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. Please note that all tenderers submitting electronic tender replies by the closing date and time must also submit in hard copy tender reply using the label provided, within three (3) working days of the official closing date. 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 on Page 66 you can also email your Tender submission to Tenders@nlb.org.uk if you wish to ensure delivery before the deadline. Please put Tender Ref: OPSH/BROA/1443 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.

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 NLBs Project Team. Interviews will be held in NLB Board Room 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.

Agreement Nature*

The Boards terms and conditions for the Purchase of Goods and Related Services shall apply to any contract that may be arranged and will prevail over all others imposed or implied.

Northern Lighthouse Board Vessels

Introduction

The Northern Lighthouse Board (NLB) is currently looking to renew the airtime and maintenance contract that we currently have for the Satellite Broadband Communications on board our 2 Vessels NLV Pharos (on the left of the image above) and NLV Pole Star (on the right of the image).

Vessel Overview

Existing System

The NLB currently have in place satellite communication on both ships running at a speed of 512kbps down and 256kbps up. Both ships have a contained network on board with servers and approximately 15-20 PCs and laptops. All computer based operating systems run Windows Server 2008 and Windows 7 and there are printers, scanners and faxes on board also. Both ships also have Cisco switches and Cisco Firewalls to stop unwanted inbound and outbound connections. All users on the ship use Citrix Xenapp, which utilises Microsoft office, Internet explorer, numerous databases and Outlook email, hosted at the Head office in Edinburgh. There is also local internet access to allow applications to update appropriate programs.

All Satellite communications hardware onboard is currently owned by the NLB including VSAT, modems and Fleet77/33 equipment. The equipment onboard NLB Tenders is up to 6 years old in some cases and replacements would be considered if proved to provide a more stable and faster service. Any equipment provided/purchased must be capable of provisioning increased upload/download speeds if required at a future date. A list of current equipment onboard can be found below:

A list of current equipment on board is below :-

NLV Pharos & NLB Pole Star

Intellian V100GX VSAT Antenna

Intellian Antenna Control Unit

NJRC 8W BUC.

iDirect Modem - Evolution X5

Cisco Switch 24 port - Model Catalyst 2960 series S1 PoE - 8

Infinity Box - Advantech ARK 3440

Fleet 77 & Fleet 33

The NLV Pole Star has installed Fleet 33 and NLV Pharos has Fleet 77. Both of these systems are used for backup telephone communications on the ships, however the Pharos Fleet 77 also supplies a Differential Global Positioning system (DGPS) signal for the Dynamic Positioning (DP) and the hydrographic survey system.

Fleet 77 on NLV Pharos

Fleet 33 on NLV Pole Star

The Board is aware of the End of Life Schedule for both the Fleet 33 & 77 (Fleet 33 31 December 2018 and Fleet 77 - 1 December 2020) and as part of the procurement exercise the Board is seeking a direct replacement for these backup systems. Tenderers are asked to provide an alternative to these system within their tender reply.

The alternative equipment and services will require to be maintained on the ships through this contract and pricing must be provided for this service. Details of your proposal should be listed in Schedule 1 & 3 Page 59 & 61

The Northern Lighthouse Board

Page 1 of 51

NLB ITT Document Satellite Broadband

Doc No: 1

Active Date: August 2017

Version: 01

Status: Final Document

Target Completion Date: February 2018

Current Satellite Broadband System NLV Pharos & NLV Pole Star

NLB Satellite Broadband Requirement

Estimated Quantities and Commitment to purchase

Any supply agreement resulting from this tender exercise will be non-exclusive, without any commitment to purchase and Tenderers are advised that all quantities and requirements referred to in this document are indicative and estimate of our requirement only. Commitment to purchase will only be made when an Official Purchase Orders is issued to the successful supplier.

Installation & Commissioning

Tenderers will be required to provide an outline project plan including designs, hardware installations and commissioning plan, Health & Safety Information, Method Statements and project timetable for any proposed new Satellite Broadband Systems or any additional feature or enhancements to the existing Satellite Broadband systems

Training and Manuals

Manuals and appropriate training (if required) must be provided to nominated Board personnel. The time of the training will be by mutual agreement between the Contractor(s) and the Board.

Training courses are to be held at a mutually dates and times. Tenderers must base their tender submissions on providing training at this location and provide full pricing for all aspects of training to be provided.

Tenderers must provide a statement of training proposals describing what is needed, how this is best delivered and what the best delivery method would be. This should be approximately one page of text.

The Board will require a minimum of 1 hardcopy of all manuals together with one electronic copy of all manuals

The Board envisage a single source supplier that can provide a fixed cost Satellite Broadband & Maintenance/Support that meet NLB operational requirements:-

Connection

As mentioned we currently use the connection primarily for Citrix access and for some application updates from the internet, however it should be noted that access may change depending on NLB developments. That being said, the NLB do not expect any restrictions on the connection and expect to be able to carry out any type of connection necessary. For example the NLB must be able to configure a VPN from the ship to the office should the need arise. There are over 15 PCs and laptops on board each ship however there is very rarely any more than 10 concurrent connections from each ship. The average number of concurrent connections is usually between 5 and 7.

Our requirements is for a reliable, secure, fully functioning Satellite Broadband Managed Service solution that will give us an always on 365/7/24 availability in our working waters. Details of your proposal should be listed in Schedule 1 to 7.

Provision and installation of hardware/software

Details of all proposed hardware along with dimensions

Guaranteed bandwidth allocated to internal networks (e.g. corporate and crew)

Minimum 512/256kps CIR (download/upload) with option to later flex up to 4Mb/1Mb without changing hardware. Pricing options for other speeds within these ranges should also be supplied.

Minimal and planned disruption during installation.

Options for backup communication solution in the event of main system failure/outage.

Auto/manual switching between main/backup solution

Managed Wireless capabilities to allow for mobile phone and tablet/iPad connections

Bandwidth Management to allow separation of business/recreational traffic. Data cap capabilities on wireless devices to ensure mobile devices are not monopolising bandwidth.

Facility for NLB ICT Department to monitor bandwidth

Remote access for NLB ICT staff for problem solving and maintenance tasks.

Reduction of blind spots avoiding major repositioning of current domes.

Due to recurring issues on-board NLV Pharos we would be looking for a in-depth survey of all cabling from terminal to terminal to ensure we have the right and best cabling on-board both vessels and if need be cabling replaced.

Options for Video Conferencing

Details of Contention Ratio

Details of WAN optimisation capabilities

Detailed Installation and Configuration Diagrams and Documentation

Uncapped data upload/download

Details of the life expectancy of all hardware, software and all other elements within the proposal, how long they will be supported, guarantee and warranty periods.

Tenderers will be required to provide an outline project plan including designs, hardware installations plan, Health & Safety Information, Method Statements and project timetable for any proposed new Satellite Broadband Systems or any additional feature or enhancements to the existing Satellite Broadband systems.

Satellite phone

The NLB Vessels have many various forms of communications onboard to maintain contact in wide and varying locations that the ships work. Currently the NLB utilise VoIP phones over the satellite broadband connection as a further means of ensuring voice communications. This is something we would like to maintain on board both ships. Both ships should be provided with 3 desk based VoIP satellite phones along with all associate pricing. Pricing should be in the form of a charge per minute and any potential yearly leasing and maintenance costs for the service and should be detailed in Schedule 1 to 7. Pages 59 65.

AirTime Tariff

The airtime contract must provide us with current and future services needs. To ensure the maximum performance of the hardware fitted on any of the proposed vessels and the connectivity to an acceptable performance level. The successful Tenderer must demonstrate the following elements within their tender reply:

Maximise performance of current equipment in terms percentage (%) time maximum or pre defined data traffic densities can be achieved.

Define system with minimum service speeds.

Define an appropriate method of continuous performance monitoringand automatic measures detailed in contract should service fall below the agreed service levels.

Ability to separate business and recreational traffic. (If achievable would be desirable)

VOIP

Fixed monthly costs

Low contention ratio

Any proposed airtime tariff service plan will run in line with the proposed Satellite Broadband service plan. Tenderer must provide details of the tariff service provider and a list of pricing must included within their tender reply a list of any subscription costs and a list of additional fees i.e. Ship to Shore Calls, Voice to Satellite (both own Satellite system and other Satellite provider system), Voice Mail etc not covered by your service plan including a list of Regional, EU and International call cost and data transfer rates in Schedule 3 Page 61.

All proposed pricing shall be fixed for a minimum period of 12 months from the date of commencement of the contract. All tariff charges must be indicated in Pound Sterling. Any variation must be substantiated, no higher than the prevalent rate of inflation and if agreed will be fixed for the next 12 month period. All price or contract variation requests must be submitted in writing and address to Colin Brolly, Commercial Manager with a minimum of 28 days notice. Where applicable substantiating documents must also be included in the submission.

Working Waters

The NLB Vessels are generally working out of our Oban Depot on the West coast of Scotland and are in waters around Scotland, from Shetland, Outer Hebrides down to the Isle of Man servicing Buoys and lighthouses. There are occasions however when they must travel further afield to English/Irish waters and to Norway. NLB would like any proposed solution to work in all of these required areas with no restrictions or loss of performance and enable automatic switching to satellites covering these areas should it be required.

A detailed coverage map of any proposed solution should be included in the response identifying all areas of coverage.

Static IP

The NLB require that the any connection provided to them must be supplied with a minimum of 2 fixed IP addresses. Currently the outside interface (where it meets the Satellite communication hardware) is configured with a private IP address supplied by the current supplier. This is currently sufficient for our needs however it does not lend itself to a different configuration should we require it. For example if the NLB wished to change from our current remote access method, we would require a fixed IP on our outside interface of our firewall. For configuration purposes and to reduce any downtime in the future, this should be configured at the start of the new contract. Details of your proposal should be listed in Schedule 1 Page 59.

Government Legislation

The successful supplier will be expected to follow and adhere to any government legislation regarding ISPs and internet access. Although the NLB will put the necessary steps in to block such content, any supplier would be expected to conform also.

Maintenance

The NLB will require a reliable specialist support maintenance agreement for both ships. Therefore optional pricing is requested for the following:

One annual maintenance visit per annum to each vessel.

A yearly maintenance agreement where all hardware and engineer time (excluding Travel and subsistence) will be covered by the one annual fee.

Or

Pricing that will cover a pay as you use service. This must include the price for replacing all hardware should it become faulty and engineer daily rates including overtime rates.

Hourly rates (normal time overtime and travelling)

Travelling cost rates (mileage)

Overnight accommodation charges

Working Day Hours worked (minimum chargeable hours)

Premiums for working onboard at sea

Response times to site

Response times assessment on- line over phone

Although the NLB will endeavour to accommodate engineers on board the ships during any work, this may not always be possible. Therefore all associated travel and subsistence rates must be provided within the response. An example of your Service Level Agreement and all Tenderers must provide a draft version with tender submissions. For maintenance purposes please provide details on any means of remote access that will be used in the support of this service. Details of your proposal should be listed in Schedule 2 Page 60.

Details of locations of maintenance staff and a list of the technicians skills sets are required along with categorisation levels for support calls. Details of length of service of Technicians with organisation will also be required. Engineers and replacement parts must be available to be on site within 24 hours if deemed possible. Details of what replacement parts to be kept onboard should be detailed.

Site Visit/Survey

NLB would like a site visit to be carried out on each of its vessels by interested parties to ensure they have a full understanding of the vessel, the limitations and the requirements.

Due to the vessels timetables the Board is only able to provide the following site visits dates for this procurement exercise

NLV Pole Star at Leith Docks, Edinburgh on 13th September 2017 at 10:30am

NLV Pharos - at Oban Depot, Gallanach Road, Oban on 15 September 2017 at 10:00hrs

All Tenderers attending the site visit should contact Donald Innes, Procurement Officer, email to: Procurement@nlb.org.uk by 1200hrs on Monday 11 September 2017 to confirm attendance, numbers, the names of the representatives intending to visit site and a mobile contact numbers. Specific site visit times and meeting point will be confirmed prior to the site visit by Donald Innes, Procurement Officer. Tenderers or their representatives submitting a tender that have not attended the site visit will not be considered for this Tender.

SLA & Support

The NLB expect a particular level of service and as such any SLAs provided must be included with the tender response. These SLAs must include a list of all estimated target fix times for various locations from

Oban, NLB Oban Depot

Edinburgh Leith Docks

Dundee

Orkney, Kirkwall

Shetland

Additional locations maybe required but these will be agreed with the successful contractor as required

Escalation procedures, reporting mechanisms, service reviews a list of appropriate contacts as a minimum. Also a list of all support procedures including support staffing numbers and contact information must also be provided. Details of your proposal should be listed in Schedule 2

Support is required 365/24/7 should the link go down over the weekend with an email/verbal response within 1 hour for any call made by the NLB. Engineer should be available on site (at the above locations) within 24 hours.

Additional Features

Tenderers are requested to provide details of any additional feature or enhancements to the existing Satellite Broadband systems installed on both NLB vessels. Any details and pricing should be kept separate from the initial pricing and shown separately in pricing schedule. The proposed system must be reliable with appropriate reference companies using similar solution to that used at NLB. The Tenderer must describe the system lifespan, spare parts availability, the product road map and demonstrate the advantages of the system proposed.

Project Plan

Upon successful award of the contract, the NLB expect to be provided with a full project plan including surveys, designs, hardware installations, Health & Safety Information, Method Statements and proposed go live dates as and where applicable. All appropriate drawings must also be included especially where the repositioning of the dome is concerned. Full documentation is expected by the NLB at project installation completion

User/Operator Training and Manuals

Manuals and appropriate training (if required) must be provided to NLB personnel. The time of the training will be by mutual agreement between the Contractor(s) and the NLB.

Training courses are to be held at a mutually dates and times details of any training required for any propose equipment. Tenderers must base their tender submissions on providing training at this location and provide full pricing for all aspects of training to be provided.

Tenderers must provide a statement of training proposals describing what is needed, how this is best delivered and what the best delivery method would be. This should be approximately one page of text.

NLB will require a minimum of 1 hardcopy of all manuals together with one electronic copy of all manuals and this must include in Schedule 4 Page 62

Additional Project Work

On occasion Ad-hoc future project work may be required relating to VSAT Satellite Broadband service or equipment. Project work could involve anything from installing/upgrading/configuration of software or hardware. The successful tenderer is required to submit a pricing schedule which includes fixed staffing rates, these rates will be fix for a period of one (1) years will reviewed annual and the anniversary of the agreement.

This contract will have fixed costs for this service provision and includes consultancy rates and project cost listed within this document. The price shall be fixed for a minimum period of 12 months from the date of commencement of the contract. An annual contract review shall take place and the contractor may submit a price variation for consideration. Any variation must be substantiated, no higher than the prevalent rate of inflation and if agreed will be fixed for the next 12 month period.

The Contractor will be expected to attend meetings and provide solutions, innovation, problem solving and assist with any additional work that may be required.

The successful Tenderers will be provided with an official NLB project tender document detailing the Boards requirements, this document will be issued by the NLBs Commercial Section, The successful Tenderer will be required to price each project element including staffing rates in line with the fixed staffing rates provided within your tender response, including details of method statements, Project plan/schedules, personnel, processes and equipment.

Once the additional project has been awarded, NLB shall place official purchase orders for any additional services required. This service must only be supplied when an official order has been received. Any additional project will be subject to same NLBs Terms and Conditions as detailed in this tender document Ref: OPSH/BROA/1443. Any alterations to a Project plan, date changes, personnel changes, process changes must be submitted for the consideration but shall not vary any agreed additional project requirements unless instructed in writing by NLB, thereafter a revised Project Plan will be issued in relation to any alterations.

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 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 agreement terms provided, what the alternative proposals will deliver to the Board 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 on Page 20. 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 the Boards services to the Mariner. Instructions to Tenderers Clause 8 also refers.

Variations or alternative solutions provided must not be materially different to our requirements as any variations or alternatives provided that are materially different will not be considered.

Additional Features/Enhancements

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 the Northern Lighthouse Board. These can be listed in Schedule 5 Page 65 and pricing for these elements can be shown in Pricing Schedule on 27 to 31.

Case Studies

Please ensure that your tender submission includes case studies and customer reference contact details for at least 3 installations similar to those being requested in this tender and must be shown in Schedule 7 Page 67.

Alcohol and Drugs Policy

NLB has engaged the services of an independent testing agency to undertake random drugs and alcohol testing on NLB personnel on board NLB ships. The testing is required due to the high risk and continuously safety critical environment in which these NLB personnel and contractors operate.

It is considered best practice among a wide number of both public and private sector operators.

The decision as to when and where the random drug and alcohol test will take place, will be decided jointly by the Director of Marine Operations and the HR Manager

Both ships and both crews will be tested at least once during a one year period. All personnel and contractors onboard the vessel will be tested at that time.

All personnel must provide photographic proof of identity to provide to the tester

The testing agency will conduct the tests on NLB premises and individuals to be tested will be asked to provide samples on that day, without prior warning.

Alcohol will be tested by way of a breath test and a result will be given immediately. Any NLB personnel who tests above the limits outlined in Section 6 will be immediately suspended and a disciplinary investigation will be instigated. Contractors who test above the limits outlined in Section 6 will be landed from the ship at the earliest opportunity, and the issue referred to the employer.

Drugs will be tested by individuals giving the tester a saliva sample. The testing kits provide an immediate screening result. Any non-negative results are sent for subsequent laboratory analysis (Confirmation Testing). Where a non-negative result is shown, the individual will be immediately suspended pending the laboratory results. If the laboratory results confirm a positive result, the individual will be informed and a disciplinary investigation

PPE Equipment

The successful contractor will be responsible for providing their own staff with the appropriate Personnel Protective Equipment whilst on any NLB site. On the occasion that NLB require contracted staff to travel by ship or helicopter, NLB will provide nominated contract staff with the necessary PPE Equipment whilst travelling by ship or helicopter.

All contractors that are required to utilise the helicopter will be required to complete their HUET with CA-EBS training. Copies of certificates will be required to be provided to NLB by the successful contractor prior to using the helicopter.

Programme

Tenderers must submit a works programme at tender stage detailing all elements for the proposed works

Product Specifications

Throughout our specification we may use trade names or references. These are for illustrative purposes and Tenderers are free to suggest equivalent suitable products (these may be direct equivalents, higher specification known to be suitable or more cost effective products) The onus is with Tenderers to ensure that the equivalent product is appropriate, to the same or higher specification and suitable for NLBs purposes. Where specific trade names and references are specified for compatibility or warranty reasons this will be clearly justified within the document and only the item specified can be provided.

Your tender submission must fully detail all equivalent suitable products being proposed and the reasoning behind this.

Termination of Contract

Failure to meet the required timescales and any changes to the contract costs may result in immediate termination of the contract by NLB. This contract can be terminated by NLB with 30 days written notice.

Contract Award Criteria

The 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.

Award Criteria

The award criteria (and weighting) are detailed below: -

Evaluation of Tender Criteria and Relative Weighting

Price, Financial Status of the Supplier, Acceptance of NLBs Terms and Conditions of Contract (45%)

Weighting

Lease or Purchase costing for the Proposed Satellite Broadband Solution

15%

Costing for the Satellite Air Tariff, Call Costs & Data

15%

Costing for Delivery, Installation & Commissioning

5%

Additional Projects Rate, Travel & Subsistence & Mileage

5%

Pricing Mechanism for proposed Increases

5%

Financial Viability based on Z score and Dun & Bradstreet Risk of Business failure (For successful bidder only)

Yes/No

Acceptance of contract terms, including Insurance levels as detailed on page 46

Yes/No

All tender documents completed and returned

Yes/No

Fitness for Purpose; Quality and Suitability of Products, (55%)

Weighting

System Software

5%

System Hardware

5%

Outline Project Plan, Design, H & S Information & Method Statements

5%

Air Tariff Charges proposal

5%

Call Charges proposal

5%

Data Charges proposal

5%

Proposed Maintenance & Support, HUET Training

15%

Service Level Agreements

5%

User/Operator Training

2%

Previous relevant experience including relevant case studies and site references?

3%

Site Visit (Pass/Fail)

Tenderers or their representatives submitting a tender that have not attended the site visit will not be considered for this Tender

Weighting

Site Visit

Pass/Fail

Company Information (5%)

Weighting

Agreement to NLBs Alcohol and Drugs Policy

Pass/Fail

Information provided in the Standard Selection Questionnaire

Yes/No

Timetable

Set out below is the proposed procurement timetable. This is intended as a guide and, whilst the NLB does not intend to depart from the timetable, it reserves the right to do so at any time.

Timescale

Issue Tender

30th August 2017

Site Visit NLV Pole Star at Leith Docks

13th September 2017

Site Visit NLV Pharos at Oban

15th September 2017

Tender return deadline

4th October 2017

Tender Evaluation (approximate date)

15th 17th October 2017

10 working day standstill period (known as the Alcatel judgement) with issue of letter of intent (approximate date)

17th November 2017

Tender Award (approximate date)

27th November 2017

Installation & Commissioning

2nd December 2017 31st January 2018

Contract Start Date

February 2018

Performance

As the contractors performance and quality of work is vital to the success of these projects, it is envisaged that contractors will not be awarded more than two projects at the same time to allow the contractors performance to be monitored.

Contract Pricing

The price shall be fixed for a minimum period of 12 months from the date of commencement of the contract. Any variation must be substantiated, no higher than the prevalent rate of inflation and if agreed will be fixed for the next 12 month period. All price or contract variation requests must be submitted in writing and address to Colin Brolly, Commercial Manager with a minimum of 28 days notice. Where applicable substantiating documents must also be included in the submission

The agreement may be awarded in whole or in part, however NLB reserve the right not to make an award.

This contract will have fixed costs for each project. The price will remain fixed for a minimum period of 120 days from the return of tender. NLB reserve the right to award the Contract in whole or in part and to make no award of contract if necessary.

Assignment

The Principle Contractor shall not without written agreement of NLB assign the benefit or burden of this agreement or any part thereof.

Transportation of Contractors Equipment etc.

All goods, materials or equipment belonging to the contractor are carried on NLB vessels entirely at the Contractors own risk and NLB shall have no liability for such items.

Sub-Contractors

Principal Contractors may wish to sub-contract parts of this contract. You are free to choose your sub-contractors but must advise NLB of all sub-contractors in writing and in advance of their sub-contract offer, NLB reserves the right to approve all sub-contractors in advance and sub-contractors cannot attend any NLB site without our prior approval. This will not relieve the Principal Contractor of any obligation or duty under the contract.

Sub-contracting and assignment

The Contractor shall not sub-contract or transfer, assign, charge, or otherwise dispose of the Contract or any part of it without the prior written consent of the Northern Lighthouse Board. Where the Contractor enters into a contract with a supplier or sub-contractor for the purpose of performing the Contract or any part of it, he shall cause a term to be included in such contract which requires payment to be made by the Contractor to the supplier or sub-contractor within a period not exceeding 30 days from receipt of a valid invoice as defined by the contract requirements. The Northern lighthouse Board reserves the right to ask for information about payment performance and will provide a facility for sub-contractors to report poor performance to the Northern Lighthouse Board and the Office of Government Commerce.

Contractors Conduct

Contractors including their staff, sub-contractors and others associated with the Contractor shall conduct themselves in an appropriate manner whilst on any NLB site. A good neighbour approach must to taken to ensure that there is minimum disruption to the locality, others working and neighbours of the site. NLB will investigate all complaints received and take appropriate action.

Variations to the Contract (following contract award)

The Contractor shall not vary the Specification unless instructed by NLB in writing. The Contractor may propose Variations to the Contract for the consideration of NLB but shall not vary the Contract unless instructed in writing by NLB. NLB will not be liable for any costs where formal written instructions have not been issued by NLB and the Contractor has acted on verbal instruction.

Pricing and Price Adjustment mechanism

All pricing must be in UK Sterling. This pricing must remain fixed for a minimum period of 1 year from the date of unconditional contract award. Following this period, price changes (positive and negative) will be considered based on an agreed index formula. The proposed index to be used for the annual adjustment must meet the following criteria:

1. A recognised index from a reputable government or industry source

1. Freely and independently available to NLB throughout the period of the contract

1. Related to the costs of providing the goods and services within the tender.

Tenderers MUST provide:

1. A short note explaining how the proposed index meets the three criteria above

1. Two years historical data for the proposed index.

All price adjustment mechanisms proposed must use freely available published indices and are subject to agreement. (Some costs will only be accepted at cost upon production of a valid receipt or invoice) NLB will not be held liable for any unidentified costs.

Tenderers should include in their submissions details of the baseline figures used to calculate prices in their tender submission

Contractors Responsibilities - Confidentiality

Contractors personnel must be aware that any information seen or heard whilst in the course of their duties is strictly confidential and must not be disclosed to any other party. A breach of confidentiality will result in a breach of contract, with the potential implication of early termination of the contract.

Tendering

NLB will not be liable for any costs associated with submitting a tender or participation with this tender exercise. Equipment may be called for, clarification meetings held or visits to suppliers premises etc. may take place as part of the evaluation exercise. Any evaluation equipment supplied will be without cost or liability to NLB. All evaluation equipment will be returned within 28 days from receipt.

Alternatives

Delivery of alternatives is not acceptable without obtaining advanced express written permission of NLB. Alternatives not agreed will not be accepted and must be uplifted within three (3) working days or will be returned to the Contractor at cost.

Product Range Development

The Contractor(s) must keep NLB advised of all technological advances applicable to their product range and items within this contract.

Standard Office Hours

Our headquarters standard hours are 8.45am to 5.00pm, Monday to Friday, excluding Public Holidays and we also operate a flexible working hours system.

Gifts, Hospitality and Inducements to Purchase

Tenderers and Contractors shall not offer or give, or agree to give, to any NLB employee or representative any gift or consideration of any kind as a bribe, inducement or reward for doing or refraining from doing or for having done or refrained from doing, any act in relation to the obtaining or execution of this or any other contract with NLB or for showing or refraining from showing favour or disfavour to any person in relation to this or any such Contract. Your attention is drawn to the criminal offences created by the Bribery Act 2010.

Should a commercial organisation be convicted under Bribery Act 2010, it may be excluded from all future NLB tender processes.

Bribery and Corruption

NLB have zero-tolerance of bribery and corruption. NLB Anti-Bribery policy extends to all business dealings and transactions and these both have a wide interpretation across all functions. NLB Anti-Bribery policy must be complied with, without exception.

NLBs Intellectual Property

NLBs names and logos are protected by Community Trade Marks. Tenderers and Contractors must not infringe NLBs Intellectual Property Rights by using these without NLBs written approval and assignation.

Timber, Timber Products or Working with Timber*

All timber to be provided as part of this contract must come from a sustainable and legally produced source. Tenderers must demonstrate that they have suitable verification for the timber purchased within their tender submission and a copy of the documentation confirming this must be provided.

Use of Oils on NLB Sites*

Tenderers must demonstrate within their tender submission that oils on site shall be adequately bunded in accordance with all current regulations. A copy of your Emergency Procedure for dealing with Oil Spills must be provided with your tender submission.

Publicity

Publicity in relation to participation with this tender exercise is not permitted in any form. Similarly any publicity (irrespective of the form including TV, Radio, Press etc) by the successful Contractor(s) must be with NLB express written permission approving each and every instance in advance. NLB reserves the right to refuse publicity, edit or suggest alternatives to the Contractors proposals

Freedom of Information Act 2000 Statement

The Northern Lighthouse Board is a public authority in terms of the Freedom of Information Act 2000 and is under a duty to disclose information relating to all contracts it enters into with third parties with the exception of information of which the disclosure (a) would constitute an actionable breach of confidence owed to the party providing the information; or (b) would be likely to prejudice the commercial interests of the party providing the information. This also applies to information supplied to us during the pre-qualification process. Our scheme for disclosing information is available from our website at www.nlb.org.uk

In respect of any information submitted by a Potential Provider that it considers being commercially sensitive the Potential Provider should:

clearly identify such information as commercially sensitive;

explain the potential implications of disclosure of such information; and

provide an estimate of the period of time during which the Potential Provider believes that such information will remain commercially sensitive.

Please submit responses to 1, 2 or 3 as an Annex with the completed ITT

Where a Potential Provider identifies information as commercially sensitive, NLB will endeavour to maintain confidentiality. Potential Providers should note, however, that, even where information is identified as commercially sensitive, NLB might be required to disclose such information in accordance with the FoIA. Accordingly, NLB cannot guarantee that any information marked commercially sensitive will not be disclosed.

Transparency

To help achieve greater transparency across its operations the Prime Minister has set out the following requirement all new central government contracts are to be published in full from January 2011. This mandatory requirement applies to all contracts over 10,000 and shall apply to any contract established as part of this tender exercise. Please be aware that only commercially sensitive information, which is exempt from disclosure in accordance with the Freedom of Information Act 2000 (FOIA) can be exempt or redacted and this will be determined at the absolute discretion of NLB.

It is in your interest, to provide a response with you tender submission where you believe there is commercially sensitive information, which is exempt from disclosure, as outlined above and in the Freedom of Information Act 2000 paragraph above. If you do not provide this information, it will be assumed that there is no commercially sensitive information needing to be exempt or redacted from publication.

In addition to these transparency requirements the Minister for the Cabinet Office has set out a requirement for governments departments to identify those new contracts that have been awarded to an SME from 1 January 2011.

We publish details of successful bids on the Government's "Contracts Finder" website and also the Transparency page of NLB website to show how contracts are managed. We may also be required to release details under the Freedom of Information Act if requested. For these reasons, please do not put general confidentiality clauses in your tender as we can only accept them in very exceptional and narrowly defined circumstances. If you do consider any information to be confidential, please clearly set it out in a separate schedule (along with your reasons). Our conditions of contract contain clauses about confidential information - please read these thoroughly before submitting your tender.

The following clauses will form part of the terms and conditions.

Transparency

The parties acknowledge that, except for any information which is exempt from disclosure in accordance with the provisions of the FOIA, the content of this Contract (including, but not limited to, any documents subsequently developed to monitor delivery and performance of the contract) are not Confidential Information. The Authority shall be responsible for determining in its absolute discretion whether any of the content of the Contract is exempt from disclosure in accordance with the provisions of the FOIA.

Notwithstanding any other term of this Contract, the Contractor hereby gives his consent for NLB to publish the Contract (and any documents subsequently produced by either party as part of management of the contract including, but not limited to, performance against key performance indicators and plans to rectify the same etc.) in their entirety, including from time to time agreed changes to the Contract, to the general public.

NLB may consult with the Contractor to inform its decision regarding any redactions that may be required to keep information which is exempt from disclosure under the FOIA from being disclosed but NLB shall have the final decision in its absolute discretion. The Contractor shall assist and cooperate with NLB to enable them to publish this Contract.

Discrimination

The Contractor is responsible for obtaining a copy of NLB publications in respect of anti-discrimination and conduct and the Contractor is responsible for ensuring all employees, agents and sub-contractors employed to perform the services of this contract comply with the provisions and spirit of each of these documents.

Mandatory Standstill Period (Alactel Judgement)

NLB will incorporate a minimum 10 working day standstill period (electronic transmission) or 15 working days (by postal service) at the point information on the award of the contract is communicated to all Tenderers. This period allows unsuccessful Tenderers to seek further debriefing from NLB 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/debriefing has to be provided a minimum of 3 working days before the expiry of the standstill period. If this does not happen the standstill period must be extended by 3 working days from the date of the last debrief.

If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts (Amendment) Regulations 2009 (SI 2009/2992), The Public Contracts and Utilities Contracts (Scotland) Amendment Regulations (SI 2009 No. 428) and The Public Procurement (Miscellaneous Amendments) Regulations 2011 (SI 2011/2053) 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) and the sheriff court, the Court of Session (Scotland). Any such action must be brought promptly within the time limit of 30 days from the day on which you first knew or ought to have known that grounds for starting proceedings had arisen the date of knowledge. The Court has the discretion to extend the time limit where there is good reason for doing so, but only to a maximum of 3 months from the date of knowledge.

NLB is now automatically obliged to suspend the contract-making when a legal challenge to the contract award decision is launched. The Court may order the (prospective) ineffectiveness of a contract where certain serious rule breaches have occurred. This will be coupled with a fine on NLB. They can also provide for alternative penalties (either contract shortening, fines, or both) instead of ineffectiveness, in certain situations where ineffectiveness is inappropriate. More information can be obtained from The Office of Government Commerce who are now part of The Cabinet Office

http://www.cabinetoffice.gov.uk/content/office-government-commerce-ogc and also http://www.scotland.gov.uk/Topics/Government/Procurement/policy/Legislation

General Lighthouse Authorities (GLAs)*

This contract will have scope to allow the other GLAs of the United Kingdom and Ireland, Trinity House (TH) and the Commissioners of Irish Lights (IL) to call on the services. Both Authorities may their own arrangements however it may be more effective to use NLBs arrangements. This will be done by them engaging the supplier directly in line with the terms and conditions of the contract. Please be aware that IL provide services to Northern Ireland and the Republic of Ireland. It should also be noted that from time to time NLB may call on the TH or IL contract arrangements to support our requirements.

PRICING SCHEDULE

Please complete the pricing schedule detailed below any other areas of costs must be clearly identified within your tender submission. Please include all relevant information and experience of similar work completed to date.

Please provide CVs for all personnel who will be appointed to this framework agreement, any changes to personnel by the successful contractor(s) must be agreed in writing by NLB before they attend any site or undertake any work. Please provide examples of survey reports and project management methodology, which you intend to use for this framework agreement. Please state working times for both Standard & Outwith Standard working hours

- Northern Lighthouse Board Vessels - NLV Pharos & Pole Star

No

Description

Price

Excluding VAT

Comments

VSAT Satellite Broadband

1

Tenderers are requested to provide optional pricing and details of any proposed

New VSAT Satellite Broadband Hardware & Software

or

Additional feature/enhancements to the existing Satellite Broadband systems. To the specification detailed in Pages 12 18

All Installation and Commissioning.

Details and pricing should be detailed and shown separately. Full details of system hardware and software proposal must be provided with your tender reply. Any proposal must include the minimum specification listed in Pages 12 18

1.2

Installation including project plan.

1.3

Commissioning

No

Description

Price

Excluding VAT

Comments

Air Time Tariff

2

VOIP & Satellite Telephone - Air Tariff/Call Charges/Data

Any proposed airtime tariff service plan will run in line with the proposed Satellite Broadband service plan. Tenderer must provided details of the tariff service provider and a list of pricing must included within their tender reply a list of any subscription costs and a list of additional fees i.e. Ship to Shore Calls, Voice to Satellite (both own Satellite system and other Satellite provider system), Voice Mail etc not covered by your service plan including a list of Regional, EU and International call cost and data transfer rates. NLB requires uncapped data upload/download

All proposed pricing shall be fixed for a minimum period of 12 months from the date of commencement of the contract. All tariff charges must be indicated in Pound Sterling. Any proposal must include the minimum specification listed in Pages 12 18

No

Description

Price

Excluding VAT

Comments

Maintenance & Support

3

Maintenance & Support

Tenderers must provide a detail list of maintenance and support for the following option:

Annual fixed cost - A annual fixed maintenance agreement where all hardware and engineer time (excluding Travel and subsistence) will be covered by the one annual fee.

Cost per call out for both ships. - Pricing that will cover a pay as you use service. This must include the price for replacing all hardware should it become faulty and engineer daily rates including overtime rates. Although the NLB will endeavour to accommodate engineers on board the ships during any work, this may not always be possible. Therefore all associated travel and subsistence rates must be provided within the response.

Details of locations of maintenance staff are required along with categorisation levels for support calls. Engineers and replacement parts must be available to be on site within 24 hours if deemed possible. Any proposal must include the minimum specification listed in Pages 12 18

No

Description

Price

Excluding VAT

Comments

4

User/Operator Training and Manuals

Manuals and appropriate training (if required) must be provided to NLB personnel. The time of the training will be by mutual agreement between the Contractor(s) and NLB

Training courses are to be held at a mutually dates and times details of any training required for any propose equipment. Tenderers must base their tender submissions on providing training at this location and provide full pricing for all aspects of training to be provided.

Tenderers must provide a statement of training proposals describing what is needed, how this is best delivered and what the best delivery method would be. This should be approximately one page of text.

NLB will require a minimum of 1 hardcopy of all manuals together with one electronic copy of all manuals. Any proposal must include the minimum specification listed in Pages 12 18

No

Cost

Excl.

VAT

Cost

Excl.

VAT

Cost

Excl.

VAT

Cost

Excl.

VAT

5

Additional Projects

Project Manager

VSAT Engineer

Electrical Engineer

General

Engineer

Comments

On occasion Ad-hoc future project work may be required relating to VSAT Satellite Broadband service or equipment. Project work could involve anything from installing/upgrading/configuration of software or hardware. The tenderer is required to submit a pricing schedule which includes fixed staffing rates, these rates will be fix for a period of one (1) year and reviewed annually Any proposal must include the minimum specification listed in Pages 16 17

Monday-FridayStandard Hourly Rate

Monday-Friday Outwith standard Hourly Rate

Saturday Sunday Hourly Rate

Travel & Subsistence

Mileage Rate per Mile

Over Night Allowance

Accommodation

Monday-FridayPlease indicate standard hours times

Tenderers must provide pricing information for all alternative options or variances proposed in a similar format within their tender submission.

Tenderers may submit alternative pricing options with their tender submission, please ensure that any alternative pricing structures are understandable, are Delivered Duty Paid (DDP), are in GBP currency and exclude VAT.

Other costs

Tenderers must provide full details of all other costs involved with the provision of this contract together with any annual price adjustment mechanism if appropriate.

Signed ..

Date

Name(in Block Capitals)..

Position

For and on Behalf of (In Block Capitals)

.

Pricing will be fixed until: .

Delivery Period:.

(from date Purchase Order is issued)

Position

For and on Behalf of (In Block Capitals)

The Northern Lighthouse Board

Standard Selection Questionnaire

Potential Supplier Information and Exclusion Grounds: Part 1 and Part 2.

The standard Selection Questionnaire is a self-declaration, made by you (the potential supplier), that you do not meet any of the grounds for exclusion[footnoteRef:1]. If there are grounds for exclusion, there is an opportunity to explain the background and any measures you have taken to rectify the situation (we call this self-cleaning). [1: For the list of exclusion please see https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/551130/List_of_Mandatory_and_Discretionary_Exclusions.pdf]

A completed declaration of Part 1 and Part 2 provides a formal statement that the organisation making the declaration has not breached any of the exclusions grounds. Consequently we require all the organisations that you will rely on to meet the selection criteria to provide a completed Part 1 and Part 2. For example these could be parent companies, affiliates, associates, or essential sub-contractors, if they are relied upon to meet the selection criteria. This means that where you are joining in a group of organisations, including joint ventures and partnerships, each organisation in that group must complete one of these self-declarations. Sub-contractors that you rely on to meet the selection criteria must also complete a self-declaration (although sub-contractors that are not relied upon do not need to complete the self-declaration).

When completed, this form is to be sent back to the contact point given in the procurement documents along with the selection information requested in the procurement documentation.

Alternatively you can submit the completed Exclusion Grounds of the EU ESPD (Part III) as a downloaded XML file to the buyer contact point along with the selection information requested in the procurement documentation.]

Supplier Selection Questions: Part 3

The procurement document will provide instructions on the selection questions you need to respond to and how to submit those responses. If you are bidding on behalf of a group (consortium) or you intend to use sub-contractors, you should complete all of the selection questions on behalf of the consortium and/or any sub-contractors.

If the relevant documentary evidence referred to in the Selection Questionnaire is not provided upon request and without delay we reserve the right to amend the contract award decision and award to the next compliant bidder.

Consequences of misrepresentation

If you seriously misrepresent any factual information in filling in the Selection Questionnaire, and so induce an authority to enter into a contract, there may be significant consequences. You may be excluded from the procurement procedure, and from bidding for other contracts for three years. If a contract has been entered into you may be sued for damages and the contract may be rescinded. If fraud, or fraudulent intent, can be proved, you or your responsible officers may be prosecuted and convicted of the offence of fraud by false representation, and you must be excluded from further procurements for five years.

Notes for completion

1. The authority means the contracting authority, or anyone acting on behalf of the contracting authority, that is seeking to invite suitable candidates to participate in this procurement process.

2. You / Your refers to the potential supplier completing this standard Selection Questionnaire i.e. the legal entity responsible for the information provided. The term potential supplier is intended to cover any economic operator as defined by the Public Contracts Regulations 2015 (referred to as the regulations) and could be a registered company; the lead contact for a group of economic operators; charitable organisation; Voluntary Community and Social Enterprise (VCSE); Special Purpose Vehicle; or other form of entity.

3. Please ensure that all questions are completed in full, and in the format requested. If the question does not apply to you, please state N/A. Should you need to provide additional information in response to the questions, please submit a clearly identified annex.

4. The authority recognises that arrangements set out in section 1.2 of the standard Selection Questionnaire, in relation to a group of economic operators (for example, a consortium) and/or use of sub-contractors, may be subject to change and will, therefore, not be finalised until a later date. The lead contact should notify the authority immediately of any change in the proposed arrangements and ensure a completed Part 1 and Part 2 is submitted for any new organisation relied on to meet the selection criteria. The authority will make a revised assessment of the submission based on the updated information.

5. For Part 1 and Part 2 every organisation that is being relied on to meet the selection must complete and submit the self-declaration.

6. All sub-contractors are required to complete Part 1 and Part 2[footnoteRef:2]. [2: See PCR 2015 regulations 71 (8)-(9)]

7. For answers to Part 3 - If you are bidding on behalf of a group, for example, a consortium, or you intend to use sub-contractors, you should complete all of the questions on behalf of the consortium and/ or any sub-contractors, providing one composite response and declaration.

The authority confirms that it will keep confidential and will not disclose to any third parties any information obtained from a named customer contact, other than to the Cabinet Office and/or contracting authorities defined by the regulations, or pursuant to an order of the court or demand made by any competent authority or body where the authority is under a legal or regulatory obligation to make such a disclosure.

Part 1: Potential Supplier Information

Please answer the following questions in full. Note that every organisation that is being relied on to meet the selection must complete and submit the Part 1 and Part 2 self-declaration.

Section 1 Question number

Question

Potential Supplier Information

Response

1.1(a)

Full name of the potential supplier submitting the

Information

1.1(b) (i)

Registered office address (if applicable)

1.1(b) (ii)

Registered website address (if applicable)

1.1(c)

Trading status

a) public limited company

b) limited company

c) limited liability partnership

d) other partnership

e) sole trader

f) third sector

g) other (please specify your trading status)

1.1(d)

Date of registration in country of origin

1.1(e)

Company registration number (if applicable)

1.1(f)

Charity registration number (if applicable)

1.1(g)

Head office DUNS number (if applicable)

1.1(h)

Registered VAT number

1.1(i) - (i)

If applicable, is your organisation registered with the appropriate professional or trade register(s) in the member state where it is established?

Yes

No

N/A

1.1(i) - (ii)

If you responded yes to 1.1(i) - (i), please provide the relevant details, including the registration number(s).

1.1(j) - (i)

Is it a legal requirement in the state where you are established for you to possess a particular authorisation, or be a member of a particular organisation in order to provide the services specified in this procurement?

Yes

No

1.1(j) - (ii)

If you responded yes to 1.1(j) - (i), please provide additional details of what is required and confirmation that you have complied with this.

1.1(k)

Trading name(s) that will be used if successful in this procurement.

1.1(l)

Relevant classifications (state whether you fall within one of these, and if so which one)

a) Voluntary Community Social Enterprise

(VCSE)

b) Sheltered Workshop

c) Public service mutual

1.1(m)

Are you a Small, Medium or Micro Enterprise (SME)[footnoteRef:3]? [3: See EU definition of SME https://ec.europa.eu/growth/smes/business-friendly-environment/sme-definition_en]

Yes

No

1.1(n)

Details of Persons of Significant Control (PSC), where appropriate: [footnoteRef:4] [4: UK companies, Societates European (SEs) and limited liability partnerships (LLPs) will be required to identify and record the people who own or control their company. Companies, SEs and LLPs will need to keep a PSC register, and must file the PSC information with the central public register at Companies House. See PSC guidance. ]

- Name;

- Date of birth;

- Nationality;

- Country, state or part of the UK where the PSC usually lives;

- Service address;

- The date he or she became a PSC in relation to the company (for existing companies the 6 April 2016 should be used);

- Which conditions for being a PSC are met;

- Over 25% up to (and including) 50%,

- More than 50% and less than 75%,

- 75% or more. [footnoteRef:5] [5: Central Government contracting authorities should use this information to have the PSC information for the preferred supplier checked before award. ]

(Please enter N/A if not applicable)

1.1(o)

Details of immediate parent company:

- Full name of the immediate parent company

- Registered office address (if applicable)

- Registration number (if applicable)

- Head office DUNS number (if applicable)

- Head office VAT number (if applicable)

(Please enter N/A if not applicable)

1.1(p)

Details of ultimate parent company:

- Full name of the ultimate parent company

- Registered office address (if applicable)

- Registration number (if applicable)

- Head office DUNS number (if applicable)

- Head office VAT number (if applicable)

(Please enter N/A if not applicable)

Please note: A criminal record check for relevant convictions may be undertaken for the preferred suppliers and the persons of significant in control of them.

Section 1 Question number

Question

Bidding Model

Response

1.2(a) - (i)

Are you bidding as the lead contact for a group of economic operators?

Yes

No

If yes, please provide details listed in questions 1.2(a) (ii), (a) (iii) and to 1.2(b) (i), (b) (ii), 1.3, Section 2 and 3.

If no, and you are a supporting bidder please provide the name of your group at 1.2(a) (ii) for reference purposes, and complete 1.3, Section 2 and 3.

1.2(a) - (ii)

Name of group of economic operators

(if applicable)

1.2(a) -

(iii)

Proposed legal structure if the group of economic operators intends to form a named single legal entity prior to signing a contract, if awarded. If you do not propose to form a single legal entity, please explain the legal structure.

1.2(b) - (i)

Are you or, if applicable, the group of economic operators proposing to use sub-contractors?

Yes

No

1.2(b) - (ii)

If you responded yes to 1.2(b)-(i) please provide additional details for each subcontractor in the following table: we may ask them to complete this form as well.

Name

Registered address

Trading status

Company registration number

Head Office DUNS number

(if applicable)

Registered VAT number

Type of organisation

SME (Yes/No)

The role each sub-contractor will take in providing the works and /or supplies e.g. key deliverables

The approximate % of contractual obligations assigned to each sub-contractor

Contact details and declaration

I declare that to the best of my knowledge the answers submitted and information contained in this document are correct and accurate.

I declare that, upon request and without delay I will provide the certificates or documentary evidence referred to in this document.

I understand that the information will be used in the selection process to assess my organisations suitability to be invited to participate further in this procurement.

I understand that the authority may reject this submission in its entirety if there is a failure to answer all the relevant questions fully, or if false/misleading information or content is provided in any section.

I am aware of the consequences of serious misrepresentation.

Section 1

Question

Contact details and declaration number

Response

1.3(a)

Contact name

1.3(b)

Name of organisation

1.3(c)

Role in organisation

1.3(d)

Phone number

1.3(e)

E-mail address

1.3(f)

Postal address

1.3(g)

Signature (electronic is acceptable)

1.3(h)

Date

Part 2: Exclusion Grounds

Please answer the following questions in full. Note that every organisation that is being relied on to meet the selection must complete and submit the Part 1 and Part 2 self-declarations.

Section 2

Question

Grounds for Mandatory Exclusion

Response

2.1(a)

Regulations 57(1) and (2)

The detailed grounds for mandatory exclusion of an organisation are set out on pages 47-50, which should be referred to before completing these questions.

Please indicate if, within the past five years you, your organisation or any other person who has powers of representation, decision or control in the organisation been convicted anywhere in the world of any of the offences within the summary below and listed on pages 47-50

Participation in a criminal organisation.

Yes

No

If Yes please provide details at 2.1(b)

Corruption.

Yes

No

If Yes please provide details at 2.1(b)

Fraud.

Yes

No

If Yes please provide details at 2.1(b)

Terrorist offences or offences linked to terrorist activities

Yes

No

If Yes please provide details at 2.1(b)

Money laundering or terrorist financing

Yes

No

If Yes please provide details at 2.1(b)

Child labour and other forms of trafficking in human beings

Yes

No

If Yes please provide details at 2.1(b)

2.1(b)

If you have answered yes to question 2.1(a), please provide further details.

Date of conviction, specify which of the grounds listed the conviction was for, and the reasons for conviction,

Identity of who has been convicted

If the relevant documentation is available electronically please provide the web address, issuing authority, precise reference of the documents.

2.2

If you have answered Yes to any of the points above have measures been taken to demonstrate the reliability of the organisation despite the existence of a relevant ground for exclusion? (Self-Cleaning)

Yes

No

2.3(a)

Regulation 57(3)

Has it been established, for your organisation by a judicial or administrative decision having final and binding effect in accordance with the legal provisions of any part of the United Kingdom or the legal provisions of the country in which the organisation is established (if outside the UK), that the organisation is in breach of obligations related to the payment of tax or social security contributions?

Yes

No

2.3(b)

If you have answered yes to question 2.3(a), please provide further details. Please also confirm you have paid, or have entered into a binding arrangement with a view to paying, the outstanding sum including where applicable any accrued interest and/or fines.

Please Note: The authority reserves the right to use its discretion to exclude a potential supplier where it can demonstrate by any appropriate means that the potential supplier is in breach of its obligations relating to the non-payment of taxes or social security contributions.

Section 3

Question

Grounds for Discretionary Exclusion

Response

3.1

Regulation 57 (8)

The detailed grounds for discretionary exclusion of an organisation are set out on pages 47-50, which should be referred to before completing these questions.

Please indicate if, within the past three years, anywhere in the world any of the following situations have applied to you, your organisation or any other person who has powers of representation, decision or control in the organisation.

3.1(a)

Breach of environmental obligations?

Yes

No

If yes please provide details at 3.2

3.1 (b)

Breach of social obligations?

Yes

No

If yes please provide details at 3.2

3.1 (c)

Breach of labour law obligations?

Yes

No

If yes please provide details at 3.2

3.1(d)

Bankrupt or is the subject of insolvency or winding-up proceedings, where the organisations assets are being administered by a liquidator or by the court, where it is in an arrangement with creditors, where its business activities are suspended or it is in any analogous situation arising from a similar procedure under the laws and regulations of any State?

Yes

No

If yes please provide details at 3.2

3.1(e)

Guilty of grave professional misconduct?

Yes

No

If yes please provide details at 3.2

3.1(f)

Entered into agreements with other economic operators aimed at distorting competition?

Yes

No

If yes please provide details at 3.2

3.1(g)

Aware of any conflict of interest within the meaning of regulation 24 due to the participation in the procurement procedure?

Yes

No

If yes please provide details at 3.2

3.1(h)

Been involved in the preparation of the procurement procedure?

Yes

No

If yes please provide details at 3.2

3.1(i)

Shown significant or persistent deficiencies in the performance of a substantive requirement under a prior public contract, a prior contract with a contracting entity, or a prior concession contract, which led to early termination of that prior contract, damages or other comparable sanctions?

Yes

No

If yes please provide details at

3.2

3.1(j)

Please answer the following statements

3.1(j) - (i)

The organisation is guilty of serious misrepresentation in supplying the information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria.

Yes

No

If Yes please provide details at 3.2

3.1(j) - (ii)

The organisation has withheld such information.

Yes

No

If Yes please provide details at 3.2

3.1(j) (iii)

The organisation is not able to submit supporting documents required under regulation 59 of the Public Contracts Regulations 2015.

Yes

No

If Yes please provide details at 3.2

3.1(j)-(iv)

The organisation has influenced the decision-making process of the contracting authority to obtain confidential information that may confer upon the organisation undue advantages in the procurement procedure, or to negligently provided misleading information that may have a material influence on decisions concerning exclusion, selection or award.

Yes

No

If Yes please provide details at 3.2

3.2

If you have answered Yes to any of the above, explain what measures been taken to demonstrate the reliability of the organisation despite the existence of a relevant ground for exclusion? (Self- Cleaning)

Part 3: Selection Questions

Section 4

Economic and Financial Standing

Question

Response

4.1

Are you able to provide a copy of your audited accounts for the last two years, if requested?

If no, can you provide one of the following: answer with Y/N in the relevant box.

Yes

No

(a) A statement of the turnover, Profit and Loss Account/Income Statement, Balance Sheet/Statement of Financial Position and Statement of Cash Flow for the most recent year of trading for this organisation.

Yes

No

(b) A statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position.

Yes

No

(c) Alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).

Yes

No

4.2

Where we have specified a minimum level of economic and financial standing and/ or a minimum financial threshold within the evaluation criteria for this procurement, please self-certify by answering Yes or No that you meet the requirements set out.

Yes

No

Section 5

If you have indicated in the Selection Questionnaire question 1.2 that you are part of a wider group, please provide further details below:

Name of organisation

Relationship to the Supplier completing these questions

5.1

Are you able to provide parent company accounts if requested to at a later stage?

Yes

No

5.2

If yes, would the parent company be willing to provide a guarantee if necessary?

Yes

No

5.3

If no, would you be able to obtain a guarantee elsewhere (e.g. from a bank)?

Yes

No

Section 6

Technical and Professional Ability

6.1

Relevant experience and contract examples

Please provide details of up to three contracts, in any combination from either the public or private sector; voluntary, charity or social enterprise (VCSE) that are relevant to our requirement. VCSEs may include samples of grant-funded work. Contracts for supplies or services should have been performed during the past three years.

The named contact p