Contract notice
Section I: Contracting
authority
I.1) Name and addresses
CalMac Ferries Limited
Ferry Terminal
Gourock
PA19 1QP
UK
Contact person: Nicholas Donnelly
Telephone: +44 1475650201
E-mail: nicholas.donnelly@calmac.co.uk
NUTS: UKM83
Internet address(es)
Main address: http://www.calmac.co.uk
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.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 abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Other: Ferry Operator - Transport
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Dynamic Purchasing System for the Provision of Vessels Dry Docking, Slipping Services, Vessel Repair & Maintenance Services including Options for Project Work (such as Refurbishments, Modifications & Upgrades) & Emergency Dockings
Reference number: AMBU23-003
II.1.2) Main CPV code
50241000
II.1.3) Type of contract
Services
II.1.4) Short description
CalMac Ferries Ltd (CFL) is seeking to establish a Dynamic Purchasing System (DPS) for the provision of Vessels Dry Docking, Slipping Services, Vessel Repair and Maintenance Services including Options for Project Work such as Vessel Refurbishments, Modifications, Upgrades and Emergency Dry Dockings. A key objective of the DPS is to enable a flexible and best value for money route to market for delivery of the afore mentioned services.
The DPS will consist of two Lots (Lot 1 for Major Vessels and Lot 2 for Small Vessels) and interested parties are encouraged to apply for a place on the DPS by completing the Single Procurement Document (SPD) held within PCS Tender noting that all candidates must meet the minimum pre-selection entry criteria.
Interested parties can apply for either or both lots.
II.1.5) Estimated total value
Value excluding VAT:
109 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Major Vessels - Vessels Dry Docking, Slipping Services, Vessel Repair & Maintenance Services including Options for Project Work (such as Refurbishments, Modifications & Upgrades) & Emergency Dockings
II.2.2) Additional CPV code(s)
50241100
50244000
50241200
50245000
50246100
II.2.3) Place of performance
NUTS code:
UK
II.2.4) Description of the procurement
CalMac Ferries Ltd (CFL) is an operating company of the David MacBrayne Group, which is wholly owned by Scottish Ministers. It operates the Clyde and Hebrides Ferry Service contract with a fleet of 35 vessels providing passenger, vehicle and freight shipping services on 30 routes, serving 56 ports and harbours across the west coast of Scotland and the Scottish Islands.
CFL are seeking to implement a Dynamic Purchasing System with a number of Suppliers to deliver the Core Service of long term, annual planned maintenance for their new vessels, the first of which will become operational during 2024 and for CFL's existing fleet when the current maintenance contracts expire. The DPS will also look to deliver Optional Services if and when required such as Project Work for the refurbishment, modernisation and upgrade of its vessels, together with vessel breakdown repairs.
This approach intends to offer increased flexibility by having a network of pre-selected suppliers on the DPS to call upon over a sustained period of time to deliver CFL's requirements. This flexible, longer term approach to vessel maintenance will help provide greater value for money, improve reliability and availability of vessels, together with increased stability for suppliers that enables increased investment and continuous improvement resulting in an enhanced service for CFL’s customers – the ferry passengers.
The scope of work will be specific vessel dependent. Both Major and Small vessels are likely to be in dock for an average of 14 to 21 days based on a normal routine planned maintenance period, but this may be longer depending on CFL's requirements and work scope.
Prospective suppliers should note that vessels are subject to specific operational areas contained in the load line certificate for each vessel. Any supplier will require to be located within the geographical restrictions of the vessel. Vessel movements may also be subject to favourable weather conditions and Maritime & Coastguard Agency (MCA) approval.
Lot 1 Major Vessels - these feature vessels from our fleet which fall into the following criteria:
Likely Minimum Vessel Dimensions (Metres)
Length (OA) - 49.2
Breadth(Extreme) - 11.9
Draught (Max) - 2.7
Likely Maximum Vessel Dimensions (Metres)
Length (OA) - 116.16
Breadth(Extreme) - 19.2
Draught (Max) - 4.85
Please Note: These are currently the minimum and maximum sized vessels operated by CFL within this Lot. Economic Operators will have the ability to compete for vessels applicable to this Lot, and full details of the vessel sizes will be defined by CFL when a Call Off mini competition exercise is advertised. All Economic Operators who are eligible to take part in Lot 1 will be notified at that time. However, it shall be the Economic Operator’s responsibility to ensure that the vessel(s) involved in the mini competition exercise fit within their infrastructure limitations before submitting a response for the mini competition concerned. The minimum and maximum vessel sizes provided are subject to change as new vessels join the CFL fleet or older vessels are removed from service.
A link to a video produced by CFL is available in the Attachments Folder on PCS-Tender. The aim of this video is to provide further insight into CFL and to provide information on CFL's requirement. The video also provides information on the DPS and how CFL sees this operating and explains the pre-selection process for any interested bidders who would like to be part of the DPS.
Whilst potential bidders may find the video informative, nothing communicated in the video is binding on CFL unless confirmed in writing in the Contract Notice, the SPD, or any future tender documentation which will be made available in due course through PCS-Tender. To the extent that anything in the procurement documents contradicts statements made during any premarket engagement, the procurement documents shall take precedence.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 40-80%
Price
/ Weighting:
20-60%
II.2.6) Estimated value
Value excluding VAT:
82 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: Yes
Description of renewals:
This DPS is expected to run for a period of six years until circa December 2029. There are no time limit restrictions on a DPS and CFL reserves the right to shorten, terminate or extend the operation of the DPS at any time
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:
There is no maximum limit to the number of candidates in a dynamic purchasing system
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The estimated contract value excl VAT for Lot 1 is 82 000 000 GBP over the contract term. Economic Operators may be excluded from the DPS if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
CFL reserves the right to award additional services in accordance with Regulation 33(8) of the Public Contracts (Scotland) Regulations 2015.
Lot No: 2
II.2.1) Title
Small Vessels - Vessels Dry Docking, Slipping Services, Vessel Repair & Maintenance Services including Options for Project Work (such as Refurbishments, Modifications & Upgrades) & Emergency Dockings
II.2.2) Additional CPV code(s)
50241100
50241200
50244000
50245000
50246100
II.2.3) Place of performance
NUTS code:
UK
II.2.4) Description of the procurement
CalMac Ferries Ltd (CFL) is an operating company of the David MacBrayne Group, which is wholly owned by Scottish Ministers. It operates the Clyde and Hebrides Ferry Service contract with a fleet of 35 vessels providing passenger, vehicle and freight shipping services on 30 routes, serving 56 ports and harbours across the west coast of Scotland and the Scottish Islands.
CFL are seeking to implement a Dynamic Purchasing System with a number of Suppliers to deliver the Core Service of long term, annual planned maintenance for their new vessels, the first of which will become operational during 2024 and for CFL's existing fleet when the current maintenance contracts expire. The DPS will also look to deliver Optional Services if and when required such as Project Work for the refurbishment, modernisation and upgrade of its vessels, together with vessel breakdown repairs.
This approach intends to offer increased flexibility by having a network of pre-selected suppliers on the DPS to call upon over a sustained period of time to deliver CFL's requirements. This flexible, longer term approach to vessel maintenance will help provide greater value for money, improve reliability and availability of vessels, together with increased stability for suppliers that enables increased investment and continuous improvement resulting in an enhanced service for CFL’s customers – the ferry passengers.
The scope of work will be specific vessel dependent. Both Major and Small vessels are likely to be in dock for an average of 14 to 21 days based on a normal routine planned maintenance period, but this may be longer depending on CFL's requirements and work scope.
Prospective suppliers should note that vessels are subject to specific operational areas contained in the load line certificate for each vessel. Any supplier will require to be located within the geographical restrictions of the vessel. Vessel movements may also be subject to favourable weather conditions and Maritime & Coastguard Agency (MCA) approval.
Lot 2 Small Vessels - these feature vessels from our fleet which fall into the following criteria:
Likely Minimum Vessel Dimensions (Metres)
Length (OA) - 19.50
Breadth(Extreme) - 8.33
Draught (Max) - 1.95
Likely Maximum Vessel Dimensions (Metres)
Length (OA) - 54.27
Breadth(Extreme) - 14.33
Draught (Max) - 1.83
Please Note: These are currently the minimum and maximum sized vessels operated by CFL within this Lot. Economic Operators will have the ability to compete for vessels applicable to this Lot, and full details of the vessel sizes will be defined by CFL when a Call Off mini competition exercise is advertised. All Economic Operators who are eligible to take part in Lot 2 will be notified at that time. However, it shall be the Economic Operator’s responsibility to ensure that the vessel(s) involved in the mini competition exercise fit within their infrastructure limitations before submitting a response for the mini competition concerned.
The minimum and maximum vessel sizes provided are subject to change as new vessels join the CFL fleet or older vessels are removed from service.
A link to a video produced by CFL is available in the Attachments Folder. The aim of this video is to provide further insight into CFL and to provide information on CFL's requirement. The video also provides information on the DPS and how CFL sees this operating and explains the pre-selection process for any interested bidders who would like to be part of the DPS.
Whilst potential bidders may find the video informative, nothing communicated in the video is binding on CFL unless confirmed in writing in the Contract Notice, the SPD, or any future tender documentation which will be made available in due course through PCS-Tender. To the extent that anything in the procurement documents contradicts statements made during any premarket engagement, the procurement documents shall take precedence.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 40-80%
Price
/ Weighting:
20-60%
II.2.6) Estimated value
Value excluding VAT:
27 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: Yes
Description of renewals:
This DPS is expected to run for a period of six years until approximately December 2029. There are no time limit restrictions on a DPS and CFL reserves the right to shorten, terminate or extend the operation of the DPS at any time.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:
There is no maximum limit to the number of candidates in a dynamic purchasing system
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The estimated contract value excl VAT for Lot 2 is 27 000 000 GBP over the contract term. Economic Operators may be excluded from the DPS if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. CFL reserves the right to award additional services in accordance with Regulation 33(8) of the Public Contracts (Scotland) Regulations 2015.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.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 SPD.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Please refer to these statements when completing Qualification Envelope Part 4B of the SPD (Scotland) Statement for 4B.
Economic Operators shall be required to satisfy minimum standards of economic and financial standing. To determine these standards, Economic Operators shall:
(a) in response to Question Ref. 4B.1.1 provide the general annual turnover and the associated annual accounts as filed at Companies House (or equivalent if not a UK registered company) for the last three fiscal years of trading, or for the period which is available if trading for less than three years;
(b) in response to Question Ref. 4B.2.1 provide the specific annual turnover in the business area(s) covered by the Contract Notice and the associated annual accounts as filed at Companies House (or equivalent if not a UK registered company) for the last three fiscal years of trading, or for the period which is available if trading for less than three years
C) In response to Question 4B.5, Economic Operators must confirm they hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance as a minimum indicated below in accordance with any legal obligation for the time being in force:
Public Liability Insurance of Minimum GBP 10M
Employers (Compulsory) Liability Insurance of Minimum GBP 10M
Professional Risk Indemnity Insurance of Minimum GBP 2M
Ship Repairers Liability Insurance of Minimum GBP 10M (to include a Personal Injury and Completed Operations endorsement) per occurrence.
The Economic Operator should purchase any other insurance cover as necessary, taking into account the terms and conditions of this contract.
Project specific insurance levels will be issued alongside the tender documentation at call-off stage.
In responding to Question Ref. 4B.5.1a 4B.5.1b and 4B.5.2 of the SPD, where an Economic Operator ticks the box “No, and I cannot commit to obtain it” the submission shall be marked as FAIL and economic operators will not be permitted to join the DPS.
Economic Operators who alter their composition after making a submission will be the subject of re-evaluation.
CFL reserves the right not to conclude any contract as a result of the procurement process initiated by this notice and to make whatever changes CFL deems appropriate to the content, process, timing and structure of the procurement process.
In the event that any Economic Operator does not meet the financial criteria in respect of the general yearly turnover detailed at Note 1.67.3 of the SPD, but has a parent company that does, the Economic Operator may still be eligible for consideration to join the DPS where their application is supported by a Parent Company Guarantee and this is acceptable to CFL; Economic Operators should note that a Parent Company Guarantee is not otherwise required.
Minimum level(s) of standards required:
Question 4B.1.1 - The general annual turnover required in respect of the following Lots is as follows:
Lot 1 - Major Vessels - 11.5M GBP
Lot 2 - Small Vessels - 1.1M GBP
Please note this is a Pass/Fail question. Any Economic Operator who fails to have the minimum turnover required will not be permitted to join the DPS.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
It is a requirement of this DPS that suppliers must have relevant previous experience in respect of the nature of the services being procured.
Prospective Bidders will be required to provide, for each Lot applied for, at least two different examples of projects undertaken over the last three years which demonstrates their experience of having successfully provided vessel planned and unplanned maintenance and/or upgrade work with the emphasis on quality and timely delivery. Please note that examples of relevant experience can be from both the public sector and/or the private sector.
Economic Operators should note that for Part 4C, Question References 2.12.4 - 2.12.7 (4 questions on relevant experience) and Question References 2.15.2 - 2.15.4 (3 questions on infrastructure) will be scored using the scoring criteria detailed below:
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.
The selection criteria is as stated in the procurement documents. The weightings for each of the 4 scored questions on the Economic Operator's relevant experience, together with the weightings for each of the 3 scored questions on the Economic Operator's infrastructure are as stated below:
Criteria - Experience = 80%
Sub-criteria (4 questions below)
Question 1 (2.12.4) = 40%
Question 2 (2.12.5) = 20%
Question 3 (2.12.6) = 20%
Question 4 (2.12.7) = 20%
Criteria - Infrastructure = 20%
Sub-criteria (3 questions below)
Question 1 (2.15.2) = 90%
Question 2 (2.15.3) = 10%
Question 3 (2.15.4) = 0%
CFL reserve the right to undertake a site inspection prior to admittance to the DPS.
CFL will have the right to request evidence that entry criteria is still valid at any point during the life of the Dynamic Purchasing System with evidence to be provided via an updated SPD to the Authority within 5 business days of any request being issued.
Please note that within the Technical Envelope within PCS-Tender there is a section regarding Fair Work (2.17). You are required to respond to these questions, but your responses are required for information purposes only and are not part of the pre-selection criteria. Applications will not be accepted via the PCS-T system unless you complete this Envelope.
Minimum level(s) of standards required:
Economic Operators shall be required to satisfy minimum standards of professional and technical ability. To determine these standards, Economic Operators shall:
(a) in response to Question Ref. 2.3.3 confirm that they have read and agree to be bound by the terms and conditions of the DPS Agreement.
(b) in response to Question Ref 2.1.6 confirm that they have facilities available to work on either Major vessels (Lot 1) or Small vessels (Lot 2), whilst the entire hull of the vessel is clear of the water and capable of being safely maintained whilst at the Economic Operator's facility. This facility shall also have all necessary services available to support maintenance activities that would generally be expected during a vessel maintenance period of this nature.
Economic Operators should note that both these questions are mandatory Pass/Fail questions and Economic Operators who fail to meet these requirements will have their application marked Fail and will not be permitted to join the DPS.
c) in response to Question References at Part 4C, 2.12.4 - 2.12.7 (4 questions on relevant experience), Economic Operators must obtain a minimum pass mark of 50% for this entire section. Failure to achieve this minimum pass mark will result in a FAIL and Economic Operators will not be permitted to join the DPS.
d) in response to Question References 2.15.2 - 2.15.4 (3 questions on infrastructure ), Economic Operators must obtain a minimum pass mark of 50% for this entire section. Failure to achieve this minimum pass mark will result in a FAIL and economic operators will not be permitted to join the DPS.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Key Performance Indicators will be listed within individual Invitations to Tender (ITTs)
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the setting up of a dynamic purchasing system
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
12/12/2023
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
12/12/2023
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
December 2029
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
CFL’s general conditions of the procurement will be published in the respective ITTs. In the meantime, Economic Operators should note that the conditions of the procurement include (but are not limited to) the following:
— the eligibility requirements in this contract notice will always apply to the procurement. Economic Operators may be excluded from this competition if the Economic Operator no longer meets the selection criteria set out in the Contract Notice at any stage during the competition and/or there is a change in identity, control, financial standing or other factor impacting on the selection process affecting the economic operator.
CFL is subject to the requirements of the Freedom of Information (Scotland) Act 2002 and the Environmental Information (Scotland) Regulations 2004. Accordingly, all information submitted to CFL may need to be disclosed and/or published by it in response to a request under FOISA or the EIRs and Economic Operators will remain responsible for all costs and expenses incurred by them in connection with this competition. CFL will not be liable to reimburse or compensate any costs incurred in connection with an Economic Operator’s participation in this competition, including any costs or other liability in respect of the cancellation of the process. CFL shall not be bound to order any of the services referred to within each lot description.
All future call-offs/mini-competitions from the DPS shall clearly set out in the respective ITTs the award criteria questions and weightings. The award criteria scoring will be as follows:
0 Unacceptable; 25 Poor; 50 Acceptable; 75 Good; 100 Excellent. Full definitions of the scoring will be provided in the respective ITTs as part of the mini-competition/call-off process.
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 25427. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Community Benefits requirements will be determined at each individual call-off contract and articulated in the tender documentation.
(SC Ref:739068)
VI.4) Procedures for review
VI.4.1) Review body
Sheriff Court House
1 Nelson Street
Greenock
PA160HF
UK
Telephone: +44 1475787073
VI.5) Date of dispatch of this notice
09/11/2023