UK Ministry of Defence

Electrical Safety Testing of Network Equipment Cabinets

Incomplete applications

7
Incomplete applications
5 SME, 2 large

Completed applications

3
Completed applications
2 SME, 1 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 20 November 2018
Deadline for asking questions Tuesday 27 November 2018 at 11:59pm GMT
Closing date for applications Tuesday 4 December 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work This opportunity requires the provision of a managed rapid response electrical service to test network equipment cabinets (within 72hrs, 24hrs in an emergency) at any UK Establishment housing MoD ICT services. Where full EICR testing or remediation are required, a client established planned outage process is to be followed.
Latest start date Friday 14 December 2018
Expected contract length 12 months + optional 6 month extension
Location No specific location, eg they can work remotely
Organisation the work is for UK Ministry of Defence
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done This requirement relates to the electrical safety testing of network equipment cabinets and is limited to testing from the point of isolation to the PDU within the cabinet. This requirement is to provide a rapid response electrical resource to ensure that the MoD comply with health and safety requirements, whilst also ensuring that live ICT services are restored in the event of a loss of service. Testing is required to meet BS7671 and JSP604 Leaflet 4800 standards, with the supplier required to book planned outages (using a defined process) where full EICR testing and remediation work are needed.
Problem to be solved Where a loss of live ICT services occurs, and a cabinet is without an EICR, there is a need to conduct a full EICR or an enhanced visual inspection to include polarity and earth loop impedance tests (VI++). All testing and remediation (if required) is to be compliant with BS7671 and JSP604; however, JSP604 non-compliances are to be noted as such and not codified (C1, C2, C3, FI). On completion of testing an EICR or VI++ Report is to be produced (preferably electronically) with a copy left with the cabinet and emailed to the customer.
Who the users are and what they need to do The requirement is for attendance by a rapid response electrical resource at any MoD Establishment, including Industry Partner Sites, within the United Kingdom (including Northern Ireland) where live ICT services are provided. It is anticipated that the majority of call-outs will be for Reserve Forces and Cadet Association (RFCA) sites. A site point of contact will be provided to the supplier for ease of access to site and the cabinet to be inspected.
Early market engagement
Any work that’s already been done
Existing team The role of the rapid response electrical resource is to allow safe access to a network equipment cabinet by MoD Managed Service Partners (MSP) to restore live services in the event of a loss of service (Major Incident). The supplier will therefore be required to provide dedicated back office staff to manage tasks in a timely manner, provide a daily tracker, attend daily calls and raise planned outage requests (established process in place). MSPs will be called out to restore services on receipt of a satisfactory EICR or VI++ report (via email) by the Authority.
Current phase Not applicable

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Any MoD Establishment, including Industry Partner Sites, within the United Kingdom (including Northern Ireland) where live ICT services are provided.
Working arrangements The requirement is for a rapid response electrical resource to be available to attend an average of 12 call-outs per week, Monday to Friday between 0800-1700 and be on-site within a maximum of 72hrs of being tasked (Occasionally a 24hr response may be requested). Remote sites may require overnight stays and travelling out of hours. Follow up visits may be required for remediation that cannot be completed during initial visits. Back office staff will be required to support and manage tasks, produce a daily tracker and attend daily calls with the client to review tasks.
Security clearance SC clearance minimum; DV clearance would be an advantage for a small number of sites but not essential.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Ability to deliver to MoD timescales based on an anticipated 4 incidents requiring attendance per week.
  • Evidence of suitably qualified engineers - the Inspector/QA are to have demonstrable evidence of skills, experience, knowledge, attitude and training.
  • Evidence of previous Inspection & Testing work, to a recognised standard, on similar types of installation.
  • Provision of back office staff to support and manage tasks. A daily call and provision a daily task tracker to the Authority is required.
  • Staff to be SC Cleared as a minimum.
  • Ability to provide cover for all sites across the UK and Norther Ireland within 72hrs (24hrs in an emergency).
Nice-to-have skills and experience Due to changing priorities, the supplier must be able to demonstrate the ability to flex to a changing workload and schedule.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • Technical solution
  • Cultural fit
  • Value for money
Cultural fit criteria Evidence of previous work in a similar environment.
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Work history
Evaluation weighting

Technical competence

65%

Cultural fit

5%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. *PLEASE NOTE* This advert has been republished as the scope of the requirement has changed from 4 call-outs per week to 12 call-outs per week.
2. Can you please provide a list of all site locations (nearest town is sufficient for security
reasons)
Sites are located throughout the UK including Northern Ireland. It is not feasible to release this list; however, extremes would be Highlands of Scotland to Cornwall and sites in between - approximately 4,500 locations.
3. Could you please clarify whether required service is a 24x7 or Mon-Fri 08:00-17:00 contract,
as there is some ambiguity in the description.
An electrician is to be available Mon-Fri 0800-1700 for tasking, with the MOD department requesting tasks operating 24/7. The supplier would not be expected to monitor task requests outside these core hours.
4. If there are locations that require work permits, how will these be handled if there is urgent
work to be carried out? Will temporary ones be issued at these times?
Where work permits are required, site representatives will make this known and the site rescheduled in accordance with work permit timescales unless an exemption/expediting of permit can be arranged.
5. Can you please clarify the extent of the service requirement as there appears to be two distinct requirements. EICR and testing is one service; Remedial electrical works is another. Can you therefore advise whether there is an incumbent supplier for the remedial works who will be retained (and our service be supplemental to their service), or if you
require a full remedial service?
The requirement is to conduct a visual inspection to include a polarity and earth loop impedance test (ELIT) on cabinets that cannot be powered down, which will be in the majority of cases.
A full EICR is to be conducted in cases where the cabinet can be powered down or there has been a power failure.
Remediation is to be carried out by the supplier conducting the testing.
6. Are there Uninterruptable Power Supplies in each cabinet; are they appropriately maintained and is there a standard 'run time' that is anticipated in the event of a power loss? There is a mixture of cabinets with and without UPS. These UPS have not been adequately maintained on the whole and generally are expected to maintain power for 20 minutes to allow for the graceful shutdown of servers.
On most occasions where the UPS has been found to be the fault, the UPS has been removed from circuit as in most cases, there is no longer a need for cabinet mounted UPS devices.
7. Please confirm whether the service charges need to include Travel and Subsistence or are to be all inclusive. Generally, the service is to include all T&S; however, for sites that are in extreme outlying areas, additional reasonable T&S costs would be acceptable.
8. Do they hold previous EICR Reports for these sites? No – hence the requirement for this service.
9. Will the cost be supply and fit for remedials? Remedials will be an additional cost to the emergency response requirement.
10. *PLEASE NOTE* Error in Essential skills and experience. "Ability to deliver to MoD timescales based on an anticipated 4 incidents requiring attendance per week" should read "Ability to deliver to MoD timescales based on an anticipated 12 incidents requiring attendance per week".
11. Please could you confirm the budget for this position. In the interests of promoting competition, the Authority does not wish to disclose the budget for this opportunity
12. Are the locations spread out evenly throughout the UK on in specific areas? There are approximately 4,500 site locations spread throughout the United Kingdom.
13. Can the CA confirm that an escort will be provided at all sites enabling immediate and effective access to all work areas? As part of the process of booking sites in for visits, a site POC will be arranged to include escorts to the affected cabinet.
14. Given that the contract is for cabinet testing as well as remediation work, does the CA expect a standard cost to be built into the contract for all minor remedial work and the associated consumables? If yes, is there an agreed list of included remedial work and spares which must be included in the fixed price? For minor remedials the supplier would be expected to demonstrate cost models in their proposal. For remedials requiring a return visit a costed material list would be advantageous in evaluating supplier proposals.
15. Can the CA confirm what the contracting process will be for any follow-up visits? Follow up visits will be scheduled in coordination by the CA and supplier.
16. Can the CA confirm whether a planned outage request will be required in advance of any site visits? The standard 20 working days planned outage request clearly cannot be applied to a rapid reaction contract. Planned outages will only be required where remediation is required. There are also certain cabinets that can be powered down on the day if required, which will be a CA decision.
17. Can the CA confirm if the electricians will need to be placed on the Authorised Persons list at each site they will need to work on? Electricians may be required to sit the Approved Persons test dependent on remediation requirements
18. Where site visits are cancelled at short notice by the CA or a site, but an electrician has already been deployed to site, can the CA confirm whether the contract will cover lost time and travel costs? How would these to be charged to the CA? The supplier would be expected to demonstrate this in their proposal.
19. Can the CA confirm if travel time is to be included with the fixed cost (difficult to estimate given geographical spread) or a standalone process? If a standalone process, what would this be? How will standing time be covered for Scottish Isles which is a frequent occurrence even in summer? The supplier is expected to demonstrate a cost model in their proposal to include travel and how nationwide coverage will be achieved.
The CA would suggest that Scottish Isles and Northern Ireland visits would be costed on an individual basis, but would invite alternative suggestions from suppliers.
20. Can the CA confirm how will excess baggage and spares be paid for overseas call-outs? There is no requirement for overseas call-outs.
21. Can the CA clarify what is claimable in terms of T&S given the number of sites and geographical locations? How are extreme outlying areas determined? What are the rates and what will be the process for claiming? How will ferries, hire-cars, and flights be organised in such areas as the Scottish Isles? The supplier is expected to demonstrate a cost model in their proposal to include travel and how nationwide coverage will be achieved.
The CA would suggest that Scottish Isles and Northern Ireland visits would be costed on an individual basis, but would invite alternative suggestions from suppliers.
22. Will the CA put a limit on the number of cabinets to be tested per callout? The CA will confirm acceptable volumes of cabinets to be tested per callout.
23. Does the CA intend for the fixed price to be per cabinet, per callout, or for the service? Would the contract cover for NIL callouts? The supplier would be expected to demonstrate this in their proposal.
24. The CA has stated that there will be an average of 12 callouts per week and that the initial contract is for 1 year. Can the CA confirm if this based on a 52-week year and does this mean the number of callouts will be capped to a maximum of 624? Will any additional call-outs above this amount be required to have a fixed price tariff per call? The requirement is uncapped and is based on current average callouts per week.
25. Will there be a requirement to test cabinets outside of the core hours, Mon-Fri 0800-1700? If so, can the CA confirm how out of hours work will be paid under this fixed price contract? Will a fixed tariff price for out of hours work be required? There may be some requirements to work outside these core hours; however, this will be minimal and the supplier would be expected to demonstrate costs for this in their proposal.
26. Can the CA confirm that the format of the required VI++ form will be provided to the successful bidder? A VI++ format will be provided by the CA to the successful bidder.
27. In advance of visits, will the CA inform the contractor which type of test is required or is this left to the contractor to determine whilst on site? Where a VI++ is required, can the CA confirm how long this will be valid for? Suppliers should assume in all cases that a VI++ or EICR test is to be conducted. Whilst the VI++ test is the primary requirement for callouts, there will be instances where cabinets can be powered down and a full EICR test conducted.
28. The requirement is to carry out EICR or VI++ inspections depending on the situation. Can the CA confirm if VI++ reports are acceptable to the MOD MSPs (Fujitsu and DXC) as they have been rejected as insufficient in the past? The VI++ report has been developed in consultation with MSPs and is acceptable for break/fix engineer attendance.
29. As the test is between the isolation point and the cabinet power strip, some electrical non-compliance's may be missed. i.e. If the type and size of breaker in the distribution board is unknown, possible issues will not be identified. Therefore, can the Customer Authority (CA) confirm that the testing criteria between the cabinet isolation point and the cabinet ONLY be identified and agreed as a limitation by the CA? Whilst testing is restricted to the point of isolation to the PDU, there would be a requirement to visually check breaker types and sizes to be able to set test equipment correctly and ascertain if CPC sizes and earthing arrangements are suitable.
30. Can the authority confirm that Risk Assessments will need to be submitted to each site prior to any VI or testing works Risk Assessments should only be required in the cases of remediation; however, site POCs for each task should be able to advise on requirements outside this expectation.
31. Can the authority confirm that support will be given along the lines of the three strikes approach to contacting sites and arranging access – ie Email, Phone, Phone, Escalate? Sites will only be scheduled for a visit once a confirmed point of contact has been arranged, after which the task will be passed to the supplier with all site details.
32. Can the authority confirm it will be the bidders responsibility to pass security details of the attending engineers to site? Where a site requires Security Clearance details, the supplier will be required to make these available to site vetting staff.
33. Will each call out be specific to an individual rack issue (point of rack isolation to PDU inside the rack) or will it be defined in terms of a 'loss of ICT service that has affected multiple racks'? Each task will detail the affected cabinet that is to be subject to VI++ or full EICR as appropriate.
34. Are all the racks installed within any UK establishment housing MoD ICT services, connected to their own point of isolation or would a series/bank of racks be connected to a single point of isolation?
ie 1 point of isolation to one rack, or
1 point of isolation to many racks
If many racks are connected to a single point of isolation, how many racks maximum would MoD connect to a point of isolation?
Each cabinet should be connected to a single point of isolation or 2 points in the case of dual fed cabinets.
Multiple cabinets in the same room may be fed from a single distribution board, containing breakers for each cabinet.