Heavy Goods Vehicle Tracking and Telemetry Supplies and Services

Heavy Goods Vehicle Tracking and Telemetry Supplies and Services

For Royal Mail Group Limited.

UK-London: Telematics system

2012/S 244-401854

Contract notice – utilities


Directive 2004/17/EC

Section I: Contracting entity

I.1)Name, addresses and contact point(s)

Royal Mail Group Limited
1st Floor, Group Procurement, Rathbone Place
For the attention of: Graham Burr
W1T 1HQ London
E-mail: graham.burr@royalmail.com

Internet address(es):

General address of the contracting entity: http://www.royalmail.com

Address of the buyer profile: http://www.royalmailgroup.com/our-businesses/ukpil/suppliers

Electronic access to information: https://rmg.frictionless.com/fsguestvendor/vendordesktop/register?cookie-test=true&ui=ui2

Electronic submission of tenders and requests to participate: https://rmg.frictionless.com/fsguestvendor/vendordesktop/register?cookie-test=true&ui=ui2

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for 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)

I.2)Main activity
Postal services
I.3)Contract award on behalf of other contracting entities
The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting entity:
Heavy Goods Vehicle Tracking and Telemetry Supplies and Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
A combination of these
Main site or location of works, place of delivery or of performance: UK.
NUTS code UK
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 7
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT
Range: between 2 500 000 and 9 000 000 GBP
Frequency and value of the contracts to be awarded: Not known.

II.1.5)Short description of the contract or purchase(s):
Royal Mail Group Limited (“RMG”) is seeking to procure Vehicle Tracking and Telemetry goods and services (including associated services) for RMG’s fleet of Heavy Goods Vehicles (“HGV”). RMG’s HGV Fleet requirements are for up to 1 700 tractors and 2 200 trailers. Further information is set out in Section II.2.1.
The framework agreement will have an initial term of 5 years, with the option to extend up to 24 months (possibly in 12 monthly increments) – at RMG’s sole discretion. The contract value and duration stated in section II.3, section II.1.4 and section II.2.1 is based upon the potential maximum framework duration, namely 7 years.
The Framework agreement will include the provision of hardware, software and support services. RMG may, as an alternative to procuring a managed service, seek bids based on other methods that may meet its requirements, for example through outright purchase of the necessary Hardware. RMG will specify in the contract documents the extent to which alternative commercial models will be sought and accepted.
II.1.6)Common procurement vocabulary (CPV)

32441300, 32440000, 32441000, 32441100, 32441200, 31610000, 64226000, 72253000, 72000000, 50111100, 42961300, 34300000, 38548000, 50111110, 38291000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The following gives an indication of the scope and size of this contract:
— Supplier will be expected to provide an end to end solution comprising the provision, installation (and decommissioning), support and maintenance of all hardware, software and communications, including updates and introduction of technological solution advances over the life of the contract (if appropriate).
— Further details are listed out below. items listed as optional requirements may subsequently become part of the final scope depending on business case viability. For clarity, suppliers must be able to support optional requirements.
— Scope Items:
1. Hardware for:
a. Vehicle tracking.
b. Trailer tracking.
2. Software products and Services:
a. Duty Management and Scheduling.
b. Asset management.
c. Real time fleet management reporting.
d. MI reporting.
e. Geofencing (Polygons).
f. Exception reporting and dashboards.
3. In cab hardware for:
a. Two way driver communications (voice and data).
b. Visual display.
4. Other Linked Services:
a. End to end service management.
b. User Help desk.
c. Hardware and Software installation services.
d. Hardware and Software decommissioning and disposal services.
e. Hardware and software support, maintenance, fault diagnosis and break fix.
f. Application hosting.
g. Application development.
h. Network services.
i. Systems integration.
5. Optional Requirements (dependent on affordability):
a. In cab hardware and Other Linked Services (as defined above in bullet 4) for Driver Behaviour feedback and reporting.
b. Behavioural Change consultancy.
Estimated value excluding VAT
Range: between 2 500 000 and 9 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Option to extend the initial 5 year term of the Framework agreement by 24 months (possibly in 12 month increments) – at RMG’s sole discretion.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable contracts, estimated time-frame for subsequent calls for competition:
in months: 60 (from the award of the contract)
II.3)Duration of the contract or time limit for completion
Duration in months: 84 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
RMG reserves the right to require parent company and/or other guarantees of performance and financial liability if considered appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Please see the contract documents, which will be issued at the tender/award stage to all shortlisted bidders.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Requests to participate will be accepted from groupings of economic operators (consortia). In the event of a successful consortium bid, RMG reserves the right to require groupings of entities to take a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted. Where a subsidiary company is used, the ultimate parent company may be required to provide a guarantee in respect of the performance of the contract by the subsidiary before acceptance.
III.1.4)Other particular conditions:
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please see the contract documents, which will be issued at the tender/award stage to all shortlisted bidders.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: Interested parties are requested to complete a PQQ. Please see section VI.3 for instructions on how to obtain the PQQ and relevant background information.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Please refer to the PQQ.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met: Please refer to the PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
IV.2.2)Information about electronic auction
An electronic auction will be used: yes
Additional information about electronic auction: RMG reserves the right to conduct an electronic auction at the tender/award stage. In such circumstances further information will be provided at that time.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting entity:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents
Time limit for receipt of requests for documents or for accessing documents: ..
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
22.1.2013 – 17:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information:
eSourcing Portal:
Expression of Interest (EOI) and PQQ. Please read ALL of the following information carefully.
1. EOI. Please ensure that you submit an EOI promptly so that your details can be entered in the RMG Electronic Sourcing system (eSourcing). This is a necessary first step in order for you to be able to submit a PQQ.
2. To do this complete the Supplier Registration Form at: https://rmg.frictionless.com/fsguestvendor/vendordesktop/register?ui=ui2

Important: When completing the form please do so from a windows PC using the latest version of Internet Explorer, or specifically Microsoft Internet Explorer 6 SP2, Microsoft Internet Explorer 7, or Microsoft Internet Explorer 8. If you are unable to complete any fields because of format errors, please complete with a single zero “0” and tab through.
Charts are supported in Adobe Flash format and JPEG. Dashboards are supported only in Flash format. Charts and dashboards in Flash format are supported only on 32-bit Java environment and 32-bit browsers, and are disabled on 64-bit browsers. If you run SAP Sourcing on 64-bit Java environment, you must set the chart format to JPEG.
Note: MAC Users – The latest version of Internet Explorer for MAC is 5.2.3, therefore MAC does not support SAP E-Sourcing Version 7.0.
3. The PQQ is accessed via eSourcing. Following completion of a Supplier Registration Form you will be sent two emails with information that will allow you to access the PQQ.
— The first email will include log-on details to eSourcing. The email will arrive via RMG@frictionless.com and will be headed Royal Mail Group RFX – (please do not email this site unless instructed to do so).

— The second email will invite you to participate in the PQQ. It is at this point that you will be able to access the PQQ and start to complete it.
4. Please do not try to log-on BEFORE you are invited to do so, since your access will be denied.
5. Once you have registered on the eSourcing system, all subsequent communications concerning this procurement process must be made through the eSourcing system.
Important Notes.
6. The contract value stated in sections II.1.4 and II.2.1 is only an estimate. RMG cannot guarantee any level of spend or business through the framework. Spend and volumes may vary throughout the life of the framework from the anticipated levels given in this notice. For the avoidance of doubt RMG reserves the right to procure the goods and/or services within scope of the proposed framework via other means including, but not limited to, in-house delivery.
7. RMG may require suppliers to supplement or clarify the information submitted in the PQQ and may also conduct any necessary checks and/or due diligence to verify the information provided.
8. In no circumstances will RMG be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.
9. RMG reserves the right to terminate the procurement process (or part of it), not to award any contract, to change the basis of and the procedures for the procurement process at any time, or to procure the contract by alternative means, if it appears that the contract can be more advantageously procured by alternative means.
10. Any future agreement entered into will be considered a contract made in England according to English law and will be subject to the exclusive jurisdiction of the English Courts.
11. Applicants must observe that the last date to request access to PQQ documentation via RMG’s eSourcing system is the 15.1.2012. All other key dates in relation to the PQQ are clearly specified in the PQQ.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

see section VI.4.2 below

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Any appeal under this procurement should be addressed to the contact at I.1 above.
VI.4.3)Service from which information about the lodging of appeals may be obtained

see section VI.4.2 above

VI.5)Date of dispatch of this notice:14.12.2012

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