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Closed ATM View - RFT PPBSPO 1/2009

Request for Tender for the Pacific Patrol Boat Program Support and Third Refit Contract

Enabling Manager

: (02) 6265 7874

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RFT PPBSPO 1/2009
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Defence Materiel Organisation
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92110000 - Military services and national defence
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20-Jan-2010 12:00 pm (ACT Local Time)
Show close time for other time zones
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17-Oct-2009
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ACT, NSW, VIC, SA, WA, QLD, NT, TAS
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Request for Tender
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The Pacific Patrol Boat SPO provides support to 22 boats operated by twelve Pacific Island Countries.   The SPO’s present Support Contract expires  in October 2010, and the SPO seeks to replace the Contract to meet ongoing PPB Support requirements.  

 A key part of the ongoing PPB Support requirements will be the provision of Half Life Refits (known as Third Refits) for some or all of the PPBs.

In order to receive the RFT, prospective tenderers must email details of the company's contact person and postal address to mailto:PPSPO.Tenders@defence.gov.au. Tenderers should refer to clause 1.8 of the conditions of tender regarding the requirements for provision of an information pack which will assist tenderers to complete their tenders.

Amendment to RFT 1/2009

In accordance with clause 1.4 of the conditions of tender, clause 2.8.1 of the conditions of tender is deleted and replaced with the following: 

2.8.1 An industry briefing will be conducted at Townsville Queensland commencing at 0900 on 5 November 2009 local time in Townsville. Representatives of prospective tenderers at the briefing will be limited to 2 personnel per company. This briefing may include a guided inspection of a PPB. Nominations to attend the briefing must be forwarded in writing to the Contact Officer specified in clause "2.5". by 1200 Eastern Daylight Savings Time on 30 October 2009.  The following details are required:

a.      tenderer’s name and location; and

b.      full name of tenderer’s representatives.

Addenda 2

Questions and Answers 

Question 1 

Who is the current in service provider/shipyard? 

Answer 1 

There is no shipyard currently engaged by the Commonwealth to perform the refit services described in RFT 01/2009.   The contractor currently engaged by the Commonwealth to provide support for the Pacific Patrol Boats is BAE Systems.  The contractor currently engaged by the Commonwealth to perform the Life Extension Program for the Pacific Patrol Boats is Rosshaven Marine, however the Life Extension Program does not form part of the services under this RFT.  For further information, please refer to clause 1.4 of the Statement of Work. 

Question 2 

What is the timing for the Industry Briefing? 

Answer 2 

The Industry Briefing will commence at 0900 and close at approx 1300 - 1330 Townsville time. 

Question 3 

Can my company tender for part of the work in the RFT pack? 

Answer 3 

As stated in clause 4.10 of the Conditions of Tender, the Commonwealth will not consider a tender for part of the Services described in the RFT pack.

 Question 4 

Can the refits be completed overseas? 

Answer 4

 Refer to clause 7 of the conditions of tender.  

Question 5 

I have faxed the Deed of Confidentiality and Fidelity to your office.  Do you require a hard copy to be mailed? 

Answer 5

Signed original copies of the Deeds can either be brought to the Industry Briefing for delivery to the Contact Officer in person or posted to the Contact Officer at the following address: 

Contact Officer

PPBSPO 01-09 R2-4-A007

Russell Offices  ACT  2600

Australia

Question 6 - What is the length of the the 22 vessels?
Answer 6 - As stated in clause 1.4.1.2 of the Statement of Work, each vessel is 31.5m in length.
Questoin 7 - Are the vessels GRP or steel built?
Answer 7 - As stated in clause 1.4.1.2 of the Statement of Work, each vessel has a steel hull and aluminium superstructure
Question 8 - Is the work to be undertaken in Australia?
Answer 8 - There is no requirement in the RFT for the shipyard to be located in Australia.  However, Tenderers should note that the cost implications of the location of the shipyard are relevant for the tender evaluation criterion set out in clause 6.1.1.g of the Conditions of Tender and are also relevant for clause 7 of the Conditions of Tender.
Question 9 - to submit a tender is it essential to attend the Industry Brief in Townsville?
Answer 9 - it is not essential to attend the Industry Brief to submit a tender.

Amendment to RFT1/2009-2

In accordance with clause 1.4 of the conditions of tender, the definition of "Base Date" in clause 3 of Attachment M to the draft conditions of contract is deleted  and replaced with the following:

"The date which is one month prior to the Tender Closing Time."

Addenda 3 Dated 18/11/2009

Question 10: Would the location of Adelaide be considered for the supplier of third refits?
Answer 10: There is no requirement in the RFT for the shipyard to be located in a particular location. However, Tenderers should note that the cost implications of the location of the shipyard are relevant for the tender evaluation criterion set out in clause 6.1.1.g of the Conditions of Tender and are also relevant for clause 7 of the Conditions of Tender.

Question 11: Would it be possible to view the PPB stores in Brisbane?

Answer 11: the Commonwealth intends to allow viewing of the inventory.   Details of inspection arrangement will be advised shortly
Addenda 4 Dated 8 Dec 09
Question 12: Will there be a question and answer session at the Industry Brief?
Answer 12: Yes - the questions and answers from this session have been forwarded to all parties who requested a RFT package

Question 13: Will a list of all companies who attended the Industry Brief be published?

Answer 13: No

Question 14: What information will be provided at the Industry Brief?

Answer 14: Information that will assist Industry to understand the requirement of PPBSPO RFT 1/2009.  A copy of the presentation has been forwarded to all parties who requested a RFT package

 

Question 15.  If my company cannot submit a tender for part of the Services, how we can be included in the program support and third refit of the patrol boats in the areas of our specialist capability?
Answer 15: It is a matter for you as to whether you wish to make any arrangements with a prospective tenderer or the successful tenderer.  The Commonwealth will not disclose the names of prospective tenderers for RFT PPBSPO 1/2009 and accordingly it will be necessary for you to make your own inquiries. 
Question and Answer Session from Industry Brief
 
Question 1 : When can we expect the information packs?
Answer 1 : The Information packs will be posted out next week (as at 23 Nov all requested packs have been forwarded).
Question 2 : Are there any fixed contracts with specialist maintenance companies or suppliers?
Answer 2 : [Taken on Notice] There are no contracts in place with any companies or suppliers that necessitate transfer to the new contractor.   There are, however, a number of OEM suppliers that should be utilised when major overhaul work will be conducted on PPB Systems (e.g. main engines) during the Third Refit and other major maintenance activities.   It should also be noted that a number of Life Extension Program (LEP) refits are in place and will run to at least the latter part of 2011.   The preferred tenderer will be required to supply some support arrangements to the LEP refits as described in DSD-SUP-PROC.
Question 3 : The GFM that's currently utilised, that the successful tenderer will need to maintain over the life of the contract which will most likely result in a pool of items still in use by the contractor at contract end. What happens at the end of the contract with the remaining inventory items, does Defence buy that back? 
Answer 3 : [Taken on Notice]The successful tenderer is not required to procure the GFM. The GFM consists of items which are owned by the Commonwealth but supplied to the contractor to complete the contract outcomes.  GFM must be returned to the Commonwealth at the end of the Contract. The Contractor is required to purchase the Commonwealth Inventory from the Commonwealth. Once the Contractor collects the Commonwealth Inventory from the existing contractor, ownership and risk in the Commonwealth Inventory will pass to the Contractor.  The Contractor is entitled to deal with the Commonwealth Inventory as it determines (eg the Contractor may elect to sell the Commonwealth Inventory to a third party).  There are no plans for the Commonwealth to procure any Commonwealth Inventory items back from the contractor on completion of the contract.  
Question 4 : When inventory items are on sold they are sold at cost.  Therefore if a gearbox is sold out of that inventory pool (see question 3) it is used either in a refit or a replacement and that is charged out to the project at cost, is that cost the cost of, for instance it could be that the successful tenderer purchased that for zero dollars or for $1.00 hypothetically, is that cost meant to be the cost of purchase or the cost or replacement?
Answer 4 : [Taken on Notice]  That is correct.  If an item of inventory is on sold to either a PIC or the Commonwealth then the contractor is to sell to either party “at cost”.  Using the example above, if the contractor purchases a gearbox from the Commonwealth for $1.00 as part of the Commonwealth Inventory then the Contractor can only sell that item to the PIC for $1.00.  The Contractor is also able to charge for any applicable freight and customs duties.   At cost refers to the purchase price or
, in the case of repairable items, the repair costs.
Question 5:The presentation indicated that the Commonwealth expects there to be three or four boats conducting the Third Refit per year.   Is the expectation that these refits will overlap?
Answer 5 :[Tenderers to determine] Tenderers will need to review the Third Refit Work Specifications and determine the most efficient and cost effective way of conducting the Third Refits.  Whilst the Commonwealth will consider all effective and efficient means of completing the Third Refit the final Third Refit Delivery Schedule will need to fit within any Commonwealth budget constraints, refer to question 6 below. 
 
Question 6 : Is the three to four boats per year funding driven or yard capacity driven?
Answer 6 It is budget driven but also takes into account expected capacity of yards expected to complete this sort of activity. 
Question 7 When does the Commonwealth expect the first Third Refit to commence under the contract?  I understand from the documents its early next year or early the following year.  Do you have in mind a specific start date?
Answer 7 First quarter of 2011 - planned. 
Question 8 There seems to be a possibility of a QA issue if both the refit contractor and the support contractor is the same as the overall contractor for the project.  Is that contemplated?  Would it be run the same as we do it now?  It's pretty hard to imagine that you could have any substantial QA control unless there's some outside independent QA auditor on the work.  Have you thought of how that's going to run?
Answer 8 [Taken on Notice]  The Commonwealth will have a Resident Person at the Third Refit Site who will monitor the progress of the Third Refits.
Question 9 What sort of warehouse space we would need if we were going to buy the parts? 
 Answer 9 [Taken on Notice]   The size of the warehouse required to maintain the inventory will need to be determined by tenderers having regard to the inventory items and the inventory logic contained in the RFT.   
Question 10   There is a large amount of Phase In/Phase out planning required?  I got the impression that there's not going to be a database or anything available from the existing contractor if they were not to be the new contractor.  To clarify if I want to buy a widget from somewhere, at present I don't know where it is.  Does the existing contractor have such a database, if so are they required to pass that on to the successful tenderer? 
Answer 10 [Take on Notice] In relation to the Commonwealth Inventory to be procured from the Commonwealth, the current suppliers of these items are listed in the RFT documentation.   As for other items of inventory, a list of current suppliers can be supplied to the preferred tenderer.  It is expected that the tenderers should be able to use knowledge of the items and the maritime industry to identify potential suppliers of goods outside of the current suppliers.  
Question 11 Is the repairable item data history available to a new contractor?
Answer 11 [Take on Notice] Repairable item history data is not readily available and cannot be supplied. 
Question 12   Does the current support contractor have any involvement in that phase?in?  Do they have a set timeframe?
Answer 12 [Take on Notice] The current contractor will implement a Phase Out Plan.  This Phase Out Plan and the successful contractor's Phase In Plan will need to be aligned. It is expected that this alignment will need to occur at preferred bidder stage.    The timeframe for any implementation of a Phase Out Plan will be linked to the contractors timings in their Phase in Plan, however, all phase in activities will need to be completed during the period commencing on the date of signing the new contract (expected to be Jun 2010) and  01 Nov 2010
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Question 13   Is the Usage and Upkeep Cycle (UUC) maintenance cycle the responsibility of ship's crew and at the country of origin?  Is that correct? Commonwealth additional note – A series of questions followed regarding the maintenance and refits cycle and requirements for the PPBs in relation to the Third Refit and LEP the following provides answers to these questions.
Answer 13  Yes.  The UUC is a two yearly maintenance cycle that culminates in a biennial slipping.   The biennial slipping is a PIC's responsibility to organise with assistance (if requested) from the contractor in the development of an agreed work package and/or onsite assistance.  The Half Life Refit (HLR) was conducted on the PPBs at approximately 7.5 years to ensure the PPBs  would make the 15 year initial lifespan.  The Life Extension Program (LEP) refits are being conducted at approximately the 15 year mark and are not part of this contractual arrangement, except for provision of support arrangements as described in DSD-SUP-PROC.   The next refits after the LEP is the Third Refits, those are essentially a second HLR which will be conducted at approximately 22.5 years to ensure the life of the PPBs is extended to the 30 year mark.   The Contractor is to determine the location of the Third Refits noting all requirements of the RFT Pack.
Question 14   Do the nations have a fair amount of say in where the third refit is conducted?
Answer 14 No, the PICs do not decide where the Third Refit will be conducted, only the slippings.  The location of the Third Refit is determined by the contractor.  Tender responses are to include the preferred location of the Third Refits which will be agreed by the Commonwealth during contract negotiations.
Question 15 Could the Commonwealth provide us with a typical maintenance program cycle outside of slipping, just so we can understand what support we have to give?
Answer 15 The maintenance information is detailed in the PPB Maintenance Manuals which are part of the Information Pack 
Question and Answers posted 6 January 2010.
Question: Could you please confirm that there have been only two amendments to the RFT, Amdt 1 detailing the industry brief Amdt 2 defining the base date?
Answer: That is confirmed. Please refer to the Austender website for details of the amendments
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Nil

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The Contract is for an initial period of 5 years (commencing late 2010) with 4 x 3 year options to extend
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Please place the RFT number on the outer packaging

RFT PPSPO 1/2009

Deliveries accepted between

8:30 to 12:30 and 14:00 to 16:00

Weight Limit per box for Tender Responses:

16 Kilos

Measurement

0.5m x 0.6 x 1m

Postal Deliveries

Defence Mail Services

Department of Defence

CANBERRA ACT 2600

Attn: Mailroom Manager/Tender Officer

Personal Deliveries

Defence Mail Services

Queanbeyan Annex 6

14-22 Wycombe Street

QUEANBEYAN NSW 2620

Enabling Manager

: (02) 6265 7874

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