Section one: Contracting authority/entity
one.1) Name, addresses and contact point(s)
Ministry of Defence
MOD Abbey Wood
Bristol
For the attention of
Karen Wilson
Email(s)
Country
United Kingdom
Further information
Further information can be obtained from the above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from
The above-mentioned contact point(s)
Tenders or requests to participate must be sent to
The above-mentioned contact point(s)
Section two: Object of the contract
two.1) Description
two.1.1) Title attributed to the contract by the contracting authority
In-Service Support of a Dosimetry Data Management System (DDMS)
two.1.2) Type of contract and location of works, place of delivery or of performance
Services
Service category No 3: Defence services, military defence services and civil defence services
NUTS code
- UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
two.1.5) Short description of the contract or purchase(s)
In Service Support of the current Royal Navy Dosimetry Data Management System (DDMS), this will be utilised in two primary areas: (1) On-board Nuclear-powered Submarines and (2) Within the Naval Nuclear Propulsion Programme (NNPP) support sites.
The exposure of personnel to ionising radiation poses a significant health risk. Therefore, in accordance with IRR2017 and MoD policy, there is an enduring requirement to monitor and control ionising radiation exposure of staff working within the NNPP. The NNPP includes nuclear submarine operations at sea and alongside. To comply with this policy and with IRR2017, suitable dosimetry measurement equipment and a data management framework needs to be in place to ensure that radiation exposure risks to individuals are kept As Low as Reasonably Practicable (ALARP).
This system is currently in use at Her Majesty’s Naval Base Clyde (HMNB Clyde) and on-board the fleet of Nuclear-powered Submarines.
It is noted that this procurement is exempt from the Defence and Security Public Contract Regulations (DSPCR) 2011, on grounds of National Security under Regulation 7(1)(a) of the DSPCR in conjunction with Regulation 6(3A). Elements of this project require specific personnel from a potential supplier, and/or agents in the Supply Chain, to be residents of the UK or Gibraltar, with appropriate Personal Security. Although the procurement will be managed using the principles of DSPCR 2011.
The potential Supplier also needs to hold, or be willing to obtain, List X status prior to contract award.
The current system has been in service since 2016 and is in the process of being upgrade, the new DDMS is due to be accepted into Service during the first quarter of 2022 and this contract is expected to include the transition of the upgraded equipment. This will be detailed in the Invitation to Tender documents, following completion of the Supplier Selection exercise (via a Pre-Qualification Questionnaire)
The Original Equipment Manufacturer (OEM) for the current and upgraded DDMS (IT hardware and software) is Mirion Group Ltd and a Software Agreement will be required with Mirion within the initial 6 months of the contract.
The Cyber Risk Profile for this requirement identified by the Cyber Risk Assessment is Very low (Ref No: RAR-GFVY72BG).
Link to DPPQ - https://www.contracts.mod.uk/go/29267061017A5D4C1CEB
two.1.6) Common procurement vocabulary (CPV)
- 71356300 - Technical support services
Additional CPV code(s)
- 35113200 - Nuclear, biological, chemical and radiological protection equipment
- 38547000 - Dosimetry system
two.1.7) Information about subcontracting
The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor, as well as the subject-matter of the subcontracts for which they are proposed
The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract
The contracting authority/entity may oblige the successful tenderer to award all or certain subcontracts
The successful tenderer is obliged to specify which part or parts of the contract it intends to subcontract beyond the required percentage and to indicate the subcontractors already identified
two.1.8) Lots
This contract is divided into lots: No
two.1.9) Information about variants
Variants will be accepted: No
two.2) Quantity or scope of the contract
two.2.1) Total quantity or scope
The Dosimetry Data Management System (DDMS) includes:
1. A software package that has the capability to be hosted in both a stand-alone and a networked environment with the ability to report and analyse doses received by system users to ensure compliance with IRR2017.
2. A system that enables active day to day dose management, but will not be the legal record of dose.
3. A system capable of importing historical records from current and past systems and the approved dosimetry record system, for current users.
4. Active Dosimeters capable of recording exposure to ionising radiation which can be exported into the software application.
5. Hardware capable of extracting data from Dosimeters and transferring it to the software package. It is anticipated that this hardware will enable self-issue of dosimeters to users.
6. IT hardware required to fulfil its function.
The new Contract will continue DDMS support for 5 years, providing cover from 01 March 2022 to 28 February 2029, including two option years. The contract shall include the following activities:
a) Maintain an acceptable software package that has the capability to be hosted in both a stand-alone and a networked environment to record and manage Ironising Radiation doses on an individual, task and location basis.
b) Support hardware capable of extracting data from Dosimeters and transferring it to the software package. Some of the hardware will enable self-issue of dosimeters to users.
c) Possess the relevant IT hardware required to support the in-service equipment.
d) Conduct In-service support activities to ensure availability of the full DDMS system.
e) Demonstrate sound Project Management knowledge and understanding to support the contract.
f) Manage the tasking process for additional In-service activities related to DDMS.
g) Ability to purchase additional DDMS equipment or spares through the contractor to meet evolving business requirements.
h) Provide Training and updated documentation to support the DDMS system.
i) Able to meet the security requirements to support the DDMS – Secret UK Eyes Only.
two.2.2) Information about options
Options: Yes
Description of these options: Continued In Service Support of the DDMS during the following periods:
1. 01 March 2027 to 28 February 2028
2. 01 March 2028 to 28 February 2029
Provisional timetable for recourse to these options:
In months: 54 (from the award of the contract)
two.2.3) Information about renewals
This contract is subject to renewal: Yes
two.3) Duration of the contract or time limit for completion
Start date: 1 March 2022
End date: 28 February 2027
Section three. Legal, economic, financial and technical information
three.1) Conditions relating to the contract
three.1.1) Deposits and guarantees required
This will be specified in the ITT/ITN.
three.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them
This will be specified in the ITT/ITN.
three.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded
This will be specified in the ITT/ITN.
three.1.5) Information about security clearance
Candidates which do not yet hold security clearance may obtain such clearance until: 1 March 2022
three.2) Conditions for participation
three.2.1) Personal situation
Criteria regarding the personal situation of economic operators (that may lead to their exclusion) including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once)
- Browse to the eSourcing Portal
- Click the “Click here to register” link
- Accept the terms and conditions and click “continue”
- Enter your correct business and user details
- Note the username you chose and click “Save” when complete
- You will shortly receive an email with your unique password (please keep this secure)
2. Express an Interest in the tender
- Login to the portal with the username/password
- Click the "PQQs Open to All Suppliers" link. (These are Pre-Qualification Questionnaires open to any registered supplier)
- Click on the relevant PQQ to access the content.
- Click the “Express Interest” button in the “Actions” box on the left-hand side of the page.
- This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only)
- Click on the PQQ code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box
3. Responding to the tender
- You can now choose to “Reply” or “Reject” (please give a reason if rejecting)
- You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification
- Note the deadline for completion, then follow the onscreen instructions to complete the PQQ
- There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance please consult the online help, or contact the eTendering help desk.
Criteria regarding the personal situation of subcontractors (that may lead to their rejection) including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once)
- Browse to the eSourcing Portal
- Click the “Click here to register” link
- Accept the terms and conditions and click “continue”
- Enter your correct business and user details
- Note the username you chose and click “Save” when complete
- You will shortly receive an email with your unique password (please keep this secure)
2. Express an Interest in the tender
- Login to the portal with the username/password
- Click the "PQQs Open to All Suppliers" link. (These are Pre-Qualification Questionnaires open to any registered supplier)
- Click on the relevant PQQ to access the content.
- Click the “Express Interest” button in the “Actions” box on the left-hand side of the page.
- This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only)
- Click on the PQQ code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box
3. Responding to the tender
- You can now choose to “Reply” or “Reject” (please give a reason if rejecting)
- You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification
- Note the deadline for completion, then follow the onscreen instructions to complete the PQQ
- There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance please consult the online help, or contact the eTendering help desk.
three.2.2) Economic and financial ability
Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion)
Information and formalities necessary for evaluating if the requirements are met: This will be specified in the ITT/ITN.
Minimum level(s) of standards possibly required: This will be specified in the ITT/ITN.
Criteria regarding the economic and financial standing of subcontractors (that may lead to their exclusion)
Information and formalities necessary for evaluating if the requirements are met: This will be specified in the ITT/ITN.
Minimum level(s) of standards possibly required: This will be specified in the ITT/ITN.
three.2.3) Technical and/or professional capacity
Criteria regarding the technical and/or professional ability of economic operators (that may lead to their exclusion)
Information and formalities necessary for evaluating if the requirements are met: This will be specified in the ITT/ITN.
Minimum level(s) of standards possibly required: This will be specified in the ITT/ITN.
Criteria regarding the technical and/or professional ability of subcontractors (that may lead to their rejection)
Information and formalities necessary for evaluating if the requirements are met: This will be specified in the ITT/ITN.
Minimum level(s) of standards possibly required: This will be specified in the ITT/ITN.
three.3) Conditions specific to services contracts
three.3.1) Information about a particular profession
Execution of the service is reserved to a particular profession: Yes
Reference to the relevant law, regulation or administrative provision: This will be specified in the ITT/ITN.
Section four: Procedure
four.1) Type of procedure
four.1.1) Type of procedure
Negotiated
four.1.2) Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 3 and maximum number 6
Objective criteria for choosing the limited number of candidates: Interested suppliers are required to complete the Pre-Qualification Questionnaire (PQQ) to provide the Authority with information to evaluate the supplier’s capacity and capability against the selection criteria.
The Authority will use the PQQ response to create a shortlist of tenderers who:
(1) are eligible to participate;
(2) fulfil any minimum economic, financial, professional and technical standards; and
(3) best meet in terms of capacity and capability the selection criteria set out in the PQQ.
Full details of the method for choosing the tenderers will be set out in the PQQ and the supporting document providing notes and instructions for Potential Suppliers. Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
four.1.3) Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated: yes
four.2) Award criteria
four.2.1) Award criteria
the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
four.2.2) Information about electronic auction
An electronic auction has been used: no
four.3) Administrative information
four.3.1) File reference number attributed by the contracting authority
CBRN/00280
four.3.2) Previous publication(s) concerning the same contract
no
four.3.4) Time limit for receipt of tenders or requests to participate
30 July 2021 - 12:00pm
four.3.5) Date of dispatch of invitations to tender or to participate to selected candidates
29 October 2021
four.3.6) Language(s) in which tenders or requests to participate may be drawn up
English
Section six: Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Continued support.
six.2) Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: No
six.3) Additional information
The Contracting Authority intends to use an e-Tendering system in this procurement exercise, please visit www.contracts.mod.uk for full details and to register your interest in this procurement.
Electronic Trading
Potential suppliers must note the mandatory requirement for electronic trading using the Contracting, Purchasing and Finance (CP&F) electronic procurement tool. All payments for Contractor Deliverable's under the Contract shall only be made via CP&F. You can find details on CP&F at https://www.gov.uk/government/publications/mod-contracting-purchasing-and-finance-e-procurement-system.
six.4) Procedures for appeal
six.4.1) Body responsible for appeal procedures
MINISTRY OF DEFENCE
Country
United Kingdom
six.4.1) Body responsible for mediation procedures
MINISTRY OF DEFENCE
Country
United Kingdom
six.4.3) Service from which information about the lodging of appeals may be obtained
MINISTRY OF DEFENCE
Country
United Kingdom