Post Office Retail Supply and Service Management

Post Office Retail Supply and Service Management

Retail Supply and Service Management (Crown Branch, On-Line and Wholesale).

United Kingdom-London: Stationery

2015/S 239-433732

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Post Office Limited
Finsbury Dials, 20 Finsbury St
For the attention of: Anne Cundy
EC2Y 9AQ London
UNITED KINGDOM
Telephone: +44 7442538059
E-mail: anne.cundy@postoffice.co.uk
Fax: +44 7442538059

Internet address(es):

General address of the contracting authority: http://www.thepostoffice.co.uk

Address of the buyer profile: http://www.thepostoffice.co.uk

Electronic access to information: https://postoffice.bravosolution.co.uk

Electronic submission of tenders and requests to participate: https://postoffice.bravosolution.co.uk

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

Specifications and additional documents (including documents for competitive dialogue and 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)Type of the contracting authority

Body governed by public law

I.3)Main activity

Other: UK postal administrative services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Retail Supply and Service Management (Crown Branch, On-Line and Wholesale).

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
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 a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Under the leadership and management of Post Office Ltd the purpose of this contract is to: (a) supply and optimise retail in Post Office Ltd.’s UK-wide Crown branch network, currently around 300 branches (this number is expected to reduce to some extent over the course of the contract); b) running and optimising the online retail channel of Post Office Ltd (www.postofficeshop.co.uk/) and (c) the manufacture, supply and wholesale of Post Office Ltd branded packaging products to Post Office Ltd’s Crown branch network and online channel — and to Post Office Ltd’s UK wide Agency network and to 3rd party retailers.

Our current priority is to optimise the commercial performance of Post Office Ltd’s Crown branch network ((a)). However, growth in Post Office Ltd’s branded packaging and online businesses will also be important and likely to grow in importance.
The key product categories sold through Post Office Ltd’s Crown branch and online retail businesses currently include, but are not limited to: packaging and mailing solutions, stationery, office supplies and greetings cards. Whilst the range of products retailed by Post Office Ltd may change during the course of the contract resulting from this procurement, it is envisaged that they will need to remain complementary to the Post Office brand positioning and the broader range of products and services which are offered by the Post Office. The branding and visual identity of the successful bidder if/where visible through any of Post Office Ltd’s retail channels will also need to be complementary to (which does not necessarily mean the same as) the branding and visual identity of the Post Office. For the avoidance of doubt, the products sold could include the supplier’s own branded products subject to them meeting the previous conditions.
It is intended that the scope of the contract will include, but is not limited to, the following key elements, which are further elaborated upon within the PQQ:
a) Supply and optimise retail in Post Office Ltd’s UK-wide Crown branch network and (b) running and optimising the online retail channel of Post Office Ltd: Manage supply and optimise Post Office Ltd’s Crown branch and online retail businesses; Overall retail strategy, planning and management in support of Post Office Ltd ‘s Crown Branch; buying, ranging and ordering; MI, analytics, performance management, including year on year sales growth; merchandising and visual display; promotions and marketing; operation and optimisation of the online shop and underlying technology platforms; online customer services; retail supply chain for Crown branch and online
c) The manufacture, supply and wholesale of Post Office Ltd branded packaging products to Post Office Ltd’s UK wide Agency network and to 3rd party retailers:: market and demand analysis; product range definition and design; product ordering and manufacture; product shipment from manufacturer to storage for onward distribution to retailers (Post Office Ltd Agency branches, online and 3rd party retailers); sell and market product to such retailers; supply product to such retailers
Post Office Ltd intends to test candidates/suppliers on their ability to deliver each one of the three channels a) — c) above. However, Post Office Ltd reserves the right to ultimately award a contract which does not cover all of these aspects.

II.1.6)Common procurement vocabulary (CPV)

30192700, 30199200, 55900000, 22320000, 72415000, 22300000, 72413000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)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 estimated range for the contract value is GBP 20 000 000 — GBP 80 000 000. Although not guaranteed, this is based upon the maximum potential term of 7 years. The contract will have an initial term of 5 years and Post Office Ltd reserves the right to extend the contract on one or more occasions up to a maximum term of 7 years. This is based on the contract scope as defined in Appendix 5 of the PQQ.
This estimated contract value has been calculated based upon potential supplies to current Crown branches together with on-line sales (with an assumption for growth in those sales) and sales to the wider Agency network and third party retailers (with an assumption of growth in this network and sales thereto). Post Office Ltd reserves the right to extend the scope of key product categories covered by this procurement in order to maximise the commercial opportunity of its retail business.
The estimated range for the contract value is based on a number of factors; market conditions, the performance of the selected supplier and chosen commercial model. We have assumed for the estimates that Post Office Ltd would take ownership of stock in our estimates. However this would be one of the points we would seek to dialogue with bidders.
Estimated value excluding VAT:
Range: between 20 000 000 and 80 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The intended duration of contract will be 5 years with an option at Post Office Ltd.’s absolute discretion, to extend on one or more occasions up to a maximum term of 7 years.

II.2.3)Information about renewals

This contract is subject to renewal: no

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:

A performance bond, parent company guarantee or other form of security may be required by Post Office Limited in certain circumstances. Please see contract documents.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See later procurement documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If the contract is awarded to a grouping of economic operators (e.g. a consortium), Post Office Ltd reserves the right to require the grouping to form a single legal entity (with appropriate financial guarantees in place) and/or require that each member undertakes joint and several liability irrespective of the legal form adopted before entering into the contract.
III.1.4)Other particular conditions
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: Applicants will be assessed in accordance with regulations 57 -64 of PCR 2015. Please refer to the PQQ for further information.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be assessed in accordance with regulations 58 of PCR 2015. Please refer to the PQQ for further information.
Minimum level(s) of standards possibly required: Please refer to the PQQ for further details.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be assessed in accordance Applicants will be assessed in accordance with regulations 58 of PCR 2015. Please refer to the PQQ for further information.
Minimum level(s) of standards possibly required:

Please refer to the PQQ for further details available as per the details in the Electronic access to information in section I.1)https://postoffice.bravosolution.co.uk

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 3
Objective criteria for choosing the limited number of candidates: Bidders will be evaluated in accordance with the criteria set out in the Pre-Qualification procurement documentation.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

Project 214

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 12.1.2016 – 09:59
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

12.1.2016 – 10:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

8.2.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
Other: N/A.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

until: 31.7.2016
IV.3.8)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

Section II.2.1 — Estimated Value — This contract value estimate is subject to amongst other things market conditions, performance of the selected supplier and the selected commercial and operating models and consequently cannot be guaranteed. The operating and commercial models will be discussed and iterated/optimised during the dialogue phase of this procurement.
Section II.3 — The 84 month duration stated includes the options for extension.
Section III.2 — The Conditions for Participation are included in the PQQ which must be submitted by the date and time specified in IV.3.4 and completed in full. Post Office Ltd may require applicants to supplement or clarify the information submitted under III.2 above and may also undertake its own audit of the applicant to verify information provided.
Suppliers should note any Agreement entered into will be made in England according to English Law & will be subject to the exclusive jurisdiction of the English Courts.
Post Office Ltd is not liable for any costs incurred by candidates or suppliers in expressing an interest or in tendering for this opportunity. Post Office Ltd reserves the right to terminate the procurement (or any part of it) at its own discretion.
How to apply:
Suppliers Instructions How to Express Interest in this Tender:

1. Register your company on the eSourcing portal (this is only required once) — Browse to the eSourcing Portal: https://postoffice.bravosolution.co.ukand click the link to register — Accept the terms and conditions and click continue — Enter your correct business and user details — Note the username you chose and click Save when complete — You will shortly receive an email with your unique password (please keep this secure);

2. Express an Interest in the tender — Login to the portal with the username/password — Click the PQQs / ITTs Open To All Suppliers link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT (Project: Provision of Retail Supply & Service Management (Crown Branch, On-Line and Wholesale) to access the content. — Click the Express Interest button at the top of the page. — This will move the PQQ /ITT into your My PQQs/ My ITTs page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking Buyer Attachments in the PQQ/ ITT Details box.
3. Responding to the tender POL will be evaluating PQQ responses and shortlisting bidders to get access to the first stage the Invitation to Submit Outline Solution (ISOS documentation) where bidders are invited to Click My Response under PQQ/ ITT Details, you can choose to Create Response or to Decline to Respond (please give a reason if declining) — You can now use the Messages function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT — There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the Submit Response button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
In accordance with the Public Services (Social Value) Act 2012 Post Office must consider: (a) how what is proposed to be procured might improve the economic, social and environmental well-being of the area where it exercises its functions, and (b) how in conducting the process of procurement it might act with a view to securing that improvement. Accordingly, the subject matter of the contract has been scoped to take into account the priorities of Post Office Ltd relating to economic, social and environmental well-being. These priorities will also be reflected in the award evaluation criteria for the award of the contract, to the extent that Post Office Ltd considers it relevant and proportionate to the subject matter of the contract.
Important Note- this OJEU Notice must be read in full. Applicants are reminded that participation in this procurement process is subject to the Terms & Conditions set out in Appendix 1 of the PQQ and the e-sourcing portal terms of use.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Post Office Ltd
Head Office — Finsbury Dials, 20 Finsbury St.
EC2Y 9AQ London
UNITED KINGDOM
E-mail: mark.emin@postoffice.co.uk
Internet address: http://www.thepostoffice.co.uk

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Post Office Ltd
Head Office — Finsbury Dials, 20 Finsbury St.
EC2Y 9AQ London
UNITED KINGDOM
E-mail: mark.emin@postoffice.co.uk
Internet address: http://www.thepostoffice.co.uk

VI.5)Date of dispatch of this notice:

4.12.2015

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