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Invitation to Tender For Campbeltown- Ballycastle Ferry Service - Draft Service Specification

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INVITATION TO TENDER FOR CAMPBELTOWN - BALLYCASTLE FERRY SERVICE - DRAFT SERVICE SPECIFICATION

ANNEX E TENDER DOCUMENTATION : SUPPORTING MATERIAL REQUIRED

The Tenderer's full response to the requirements set out in Section 3.

Details of the Tenderer's Safety Record

Details must be provided of the Tenderer's safety record over the past three years. Details of accidents to passengers and crew should be included, as should particulars of all serious vessel incidents such as grounding, collision, fire, or loss.

Pricing Structure

Tenderers must provide details of the structure of fares they will put in place if successful in winning the Contract.

(See also Section 3)

Proposed Schedule

Tenderers must provide details of their proposed schedule for the service, including any variations between the winter and peak season service.

Operational Management Plan

Tenderers must provide a clear operational management plan for the service.

This should include details of:-

The management structure which would be put in place by the Tenderer if successful in winning the Contract showing job description for all key staff.

The names and CVs of the persons responsible for this route, with reference to,

Operational Safety.

Quality.

Technical management of the vessel.

Personnel management.

Marketing, booking and passenger services.

The name of the D.P.A. should be provided, with a copy of his or her CV.

Crewing proposals, including source of crew.

Manning levels, certification standards, daily working hours and proposed work leave rotation for sea staff.

An outline emergency response plan should be provided, showing areas of responsibility and contact procedure in the event of an emergency.

Fuller details of this aspect of the operation will be required following award of any contract.

Financial Management and Bidding Structure

The Executive will require full details of the Tendering Company and its existing or proposed financial structure. Details of any existing or intended relationships within any Group of companies, or composition of any Joint Venture will be required, since the Executive must be satisfied regarding the precise status, composition and financial viability of the Tenderer before considering any formal Contract.

The Executive must also be satisfied that the Tenderer will have a clearly identified organisational and accounting structure to allow for the subsidy to be transparent and auditable, and ensure compliance with the Executive's requirements. This is necessary to ensure that there are proper systems in place to provide evidence that the subsidy is not subject to cross-subsidisation with other ferry activities or business operations.

Vessel Specification

Full details of any vessel proposed for use on the route should be provided. These should include particulars of where and when built, port of registry, previous names, service speed and consumption, carrying capacity and class.

A copy of the current passenger certificate and loadline certificate for any vessel to be used must be provided, along with a general arrangement drawing and a note of the date of the next special survey.

The Executive may wish to inspect the vessel as part of the Tender evaluation process. Details of where this can be done should be provided.

Where the vessel proposed for the route is not currently in the ownership of the bidder, clear evidence of the vessel's availability must be provided.

Where the vessel is to be purchased, a copy of the memorandum of agreement between the Tenderer and the vessels present owner should be provided.

Where the vessel is to be chartered, a copy of the charter party to be used should be provided along with a written statement from the vessel's owner or current Contractor, to the effect that the vessel will be available to the Tenderer for use on the route.

Marketing Plan

It is expected that Tenderers will consult with local interests when considering marketing issues associated with the operation and development of the service.

Tenderers must provide an outline-marketing plan containing details of their proposals for the marketing of the route. The plan should also deal with route development and should contain an assessment of expected traffic growth over the period of the Contract.

Insurance

Tenderers must provide details of the arrangements to be put in place for third party liability insurance in respect of their performance of the Contract, including the operation of any vessel.

Tenderers must supply full details of the insurance arrangements in place for the vessel they propose and for their own operation.

These will consist of,

  • The name of the P&I Association with which the vessel is entered along with a copy of the certificate of entry.
  • A Certificate of Hull and Machinery Insurance for the vessel.
  • Identity of the underwriters with whom third party risks is placed along with details of the extent of cover.

Quality Plan

A Quality Plan must be provided, containing:

Details of the Tenderer's current operational accreditation, such as ISO 9002, or ISO 1400 with a copy of the certificate.

Details of the Contractors I.S. M. Accreditation, along with copies of certificates.

Details of any accreditation towards which Tenderers are currently working with planned compliance dates.

Detailed proposals for managing quality on the route.

Issues to be covered will include:

Outline routine formal audit programme for the route.

Proposals for monitoring service standards on a day-to-day basis.

The Contractor will be required to display the performance statistics in terms of missed sailings and performance against timetable in the public areas of each terminal, and to make the figures available to the Executive as and when required.

Proposals for monitoring customer satisfaction, including regular consultation with local user groups.

The Contractor must be prepared to respond to unscheduled requests for consultation should the issues raised warrant it.

Details of the complaints procedure which the Contractor will implement, with target timescales for the resolution of the issues.

Environmental Considerations

Tenderers must provide full details of their policy in relation to environmental protection and should describe any particular steps they will take in order to help preserve the route environment.

Security

Contractors will be bound to comply with the requirements of The Aviation and Maritime Security Act 1990, the Terrorism Act 2000. In addition the Anti terrorism Crime and Security Act 2001. It is the responsibility of Contractors to liaise with the authorities in Scotland and Northern Ireland in order to familiarise themselves with the requirements of the legislation which places certain responsibilities on the Carriers, Masters of vessels and on Port Managers. Contractors should be aware that facilities may be required at the terminals for the examination of passengers and for office accommodation for security personnel.

Risk Assessment

Tenderers must carry out a risk assessment for the operation. Details of this must be provided as part of the technical submission.

Implementation Plan

The introduction of new vessels and new operational routines will increase the potential for accidents, or operational incidents with the attendant likelihood of injury to personnel and or service disruption. Tenderers must produce a detailed implementation plan demonstrating that they have considered all of these factors and setting out the means they intend to adopt to manage the risks and minimise their effect.

The Implementation Plan should include reference to:

Any human resource or industrial relations issues which the Tenderer feels may arise surrounding the recruitment and retention of crew and staff.

Arrangements for staff training.

Identification of any other training requirements and the arrangements and timetable for achieving them.

Vessel trials, including trial berthing, where necessary.

Achievement of required safety certification.

Arrangements for setting up the booking system.

The implementation plan must include a timetable for the activities detailed above, covering the period between contract award and service implementation.

Tendering Process and Timetable

Contractor's timetable for the implementation.

SCOTTISH EXECUTIVE
OCTOBER 2002