Section one: Contracting authority
one.1) Name and addresses
CalMac Ferries Limited
Ferry Terminal
Gourock
PA19 1QP
Telephone
+44 7974884681
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10923
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Ferry Operator
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
International Freight Forwarding Services
two.1.2) Main CPV code
- 63521000 - Freight transport agency services
two.1.3) Type of contract
Services
two.1.4) Short description
CalMac Ferries Ltd is seeking to award a Framework Agreement to a suitably qualified and experienced supplier to manage its end-to-end International Freight requirements.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 63521000 - Freight transport agency services
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
CalMac Ferries Ltd (CFL) operates a fleet of 33 vessels running to over 50 ports and harbours throughout the Scottish West Coast and Islands.
Each vessel undergoes annual maintenance and overhaul, as a result of this the company is required to import items such as mechanical spares , components and machinery. In rare circumstances CFL is required to export components to manufacturers located in mainland Europe.
Due to the nature of our operations, CFL requires to enter into Agreement with a supplier that can provide a re-active and fast-paced service which includes out-of-hours support.
At a high-level, CalMac is seeking the following services:
- Upon receiving the appropriate shipping documentation from CFL, the supplier will investigate and prepare necessary freight quotations based on requirements (courier, road freight, air freight, sea freight, urgent dedicated vehicle). This could include providing multiple options for CFL’s review.
- Once confirmation and instructions have been provided by CFL, the supplier will be required to progress a collection and delivery, they will liaise with the freight forwarder of choice to organise collection and provide any necessary documentation (e.g. AWB, Bill of Lading etc). At this point, the supplier will advise of any missing documentation that could hold up delivery.
- CFL will issue customs clearance instructions that the supplier will then use in line with the CDS system to ensure smooth delivery and no issues with customs clearance.
-The supplier will ensure that end to end delivery is made to the destination of choice and keep CFL updated on any issues that need to be resolved (e.g. missed collections, missing documentation).
- The provider will then invoice accordingly ensuring that the PO number is listed on the invoice.
- The provide must also provide access to Management Reporting data to enable identification of trends which will be discussed with a CFL Contract Manager. Prior to Contract Management meetings the supplier will be required to complete a scorecard and must provide insight into current and potential issues that may affect the movement of international goods.
- A full and detailed specification can be found on the Public Contracts Scotland - Tender portal.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 40
Price - Weighting: 60
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
After the initial Term of 24 months there will be the option to extend by up to a further 24 months, this may be split into 2 x 12 month periods.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
This Procurement will be conducted through the use of the Competitive Procedure with Negotiation(CPN). All queries about this procurement must be made via the PCS-Tender messaging system.
The process to be applied will be:
- Economic Operator must pass the minimum standards sections of the ESPD (Scotland).
Qualification Envelope:
If any question subject to ‘pass/fail’ scoring be scored ‘fail’ the entire submission may be set aside and take no further
part in the competition.
Technical Envelope: The Technical Envelope of the SPD (Scotland) will be scored in the following way:
0 - Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.
25 - Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains
insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability.
50 - Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and
skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar
nature.
75 - Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or
skills/capacity/capability relevant to providing similar services to similar clients.
100- Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates
thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Economic Operators will be evaluated in accordance with the Public Contracts (Scotland) Regulations 2015 on the basis of information
provided within the ESPD.
three.1.2) Economic and financial standing
List and brief description of selection criteria
Please refer to these statements when completing section 4B of the SPD (Scotland)
Statement for 4B- Economic operators shall be required to satisfy minimum standards of economic and financial standing. These are
described below:
NB. Ratios shall be based upon the latest available published accounts
1- Return on Capital Employed: must be at a ratio greater than “0”
2- Acid Test (Current Ratio): Current Ratio must be greater than “1”
3- Gearing: Gearing must be a figure of less than 100%
4- Interest Coverage: Interest Coverage must be a figure of 2 or above
Bidders must provide their ("general") yearly turnover for the last 3 financial years.
Minimum level(s) of standards required:
Economic Operators must confirm they already have or can commit to obtain, prior to the commencement the following levels of
insurance:
- Employers liability - statutory minimum 5m GBP, each and every claim.
- Public liability insurance including cover for loss/damage to third party property and third party injury with a minimum 5m GBP per
event with no annual aggregate. There must be no marine exclusions in the policy.
- Freight Forwarders Liability Insurance (required for Freight Forwarders only): 1m GBP, each and every claim.
The bidder should purchase any other insurance cover as necessary, taking into account the terms and conditions of this contract.
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
four.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-034757
four.2.2) Time limit for receipt of tenders or requests to participate
Date
4 March 2024
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
29 March 2024
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 31 July 2024
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 6 months prior to the expiry of this Agreement.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 6325. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:755855)
six.4) Procedures for review
six.4.1) Review body
Greenock Sherift Court
1 Nelson Street
Greenock
PA15 1TR
Country
United Kingdom