Brand Asset Management Website Contract

Brand Asset Management Website Contract

Royal Mail Group Ltd is seeking a Supplier to develop a new Brand Centre website/portal.

Brand Asset Management (Creation of a Brand Centre) – Royal Mail Group – Invitation to Express Interest

Reference number: SP0766

Deadline date:07/10/2013

This deadline is for… the receipt of completed PQQs is Monday 7th October 2013 at 15:00 (UK Time). Note: the estimated contract value stated is the contract life value over the 3 year term=(2+1).It is envisaged that there maybe a significant set-up cost during the first year.

Contract value:£80,000 – £250,000

Location where the contract is to be carried out: United Kingdom

Is this suitable for smaller suppliers? Yes

Is this contract suitable for a voluntary, community and social enterprise organisations? No

Name of the buying organisation: Royal Mail Group


Description of the contract

Royal Mail Group Ltd is seeking a Supplier to develop a new Brand Centre website/portal. It will be a repository and information centre for Royal Mail Group (RMG) staff and suppliers to use for all things associated to Royal Mail and RMG’s brand e.g. Guidelines, logos, imagery, communications tools and templates, DDA compliance, intellectual property information etc. The services will include but not be limited to: -An image library of approximately 300 images that can be searched viewed and downloaded in numerous file types. Images must be quickly and easily maintained and uploaded. Preferably we’d only need to upload one master file and the system would automatically create different file types (for use on different channels) -Brand guidelines that can be easily viewed online as part of website or downloaded as pdfs -A logo finder that can assist users with selecting the right logo for their needs and downloading the appropriate file type. Preferably only one master file of each logo to be uploaded with different file types to be automatically generated based on channel/need. -A repository for font files and powerpoint slides that can be downloaded -Search functionality across site -Reporting and analysis across the site so we can understand how people are interacting with the site and where we can look to make improvements. The supplied solution must provide the appropriate logging of user activities enabling such reports. -Secure access to site: RMG employees to have automatic log on (as part of our single sign on would be preferred) and external users can request access. The supplier must be able to provide: 1)a minimum of 2 roles (administrator and user) which shall be supported. The administrator shall have the ability to provide access to external users and/or create reports 2)All traffic to/from the portal shall be encrypted (SSL/TLS) -Ability to add on a web-to-print module for customised materials at later date -Ability to add on showcase that will show pdfs of on-brand campaigns at later date -Hosting capability – although hosting capability is a requirement we may choose to use a third party so flexibility for this is essential. If this is required, then the supplier shall provide (from a security perspective) the following: 1)Secure storage and ability to support data retention policies 2)Scalability – ability to support large amount of data on demand 3)High availability – ability to provide the service on failover Prospective applicants are asked to submit a fully completed pre-qualification questionnaire (PQQ) to register interest in this opportunity. Minimum conditions for participation include: A minimum company annual turnover of £500K. The software package must be compatible and conform to: 1.DDA/W3C: All content/applications must meet W3C level 2 requirements 2.BRAND: All content/applications must meet Royal Mail brand guidelines 3.SECURITY: All deployed hardware/software must meet the RMG Information Security Policies and Standards


Classification of the contract

72240000 Systems analysis and programming services

72227000 Software integration consultancy services

72224100 System implementation planning services

72220000 Systems and technical consultancy services

72200000 Software programming and consultancy services

72000000 IT services: consulting, software development, Internet and support

48900000 Miscellaneous software package and computer systems

48500000 Communication and multimedia software package


Additional information

Contract type: Services – Unspecified

Is it a framework agreement? No

Is this contract related to a programme of funding? No

Contract will be awarded based on: Most economically advantageous tender in terms of: The criteria stated in the contract documents

Estimated length of contract: 36 Months


Who to contact

Contact name Mohini Patel

Organisation name Royal Mail Group

Address Group Procurement, 2nd Floor – 185 Farringdon Road, London, EC1A 1BB

Telephone 07841565122

Extension number:


Web address


How to apply

The deadline for the receipt of completed PQQs is Monday 7th October 2013 at 15:00 (UK Time). The PQQ form is available only by following the instructions below. The submissions will be evaluated by Royal Mail, in accordance with the criteria stated in the PQQ template, and up to 10 applicants will be shortlisted. The shortlisted applicants will be invited to submit a tender. The contract will be awarded based on the most economically advantageous tender in accordance with the evaluation criteria stated in the tender documents. The initial term of the agreement will be two years with an option to extend for a further year (2+1) and reviewed on an annual basis.It is envisaged that there maybe a significant set-up cost during the first year. RMG cannot guarantee any level of work or spend throughout the life of this Contract. Royal Mail Group reserves the right to utilise e-auctions during ITN stage if it is deemed appropriate. Organisation name: Royal Mail Group, 185 Farringdon Road, London, EC1A 1AA, UK. Contact: Mohini Patel Telephone: 07841 565122 Email address: Instructions for participating. Please read ALL of the following information carefully before proceeding. 1.IMPORTANT: Before expressing interest in this procurement, please check that you meet the minimum conditions for participation. Please DO NOT express interest if you cannot meet the minimum conditions. 2.The key steps in submitting an application are as follows: – Step 1: Express Interest (EOI); – Step 2: Receive an invitation to log in to eSourcing; – Step 3: Log in to eSourcing and read the Supplier Guide; – Step 4: Complete the Pre-Qualification Questions found within the “Question” tab and submit the application. Please complete Step 1 promptly as Steps 2-4 will take several days. 3.Step 1: To formally submit an EOI you must firstly download the Applicant Details Spread sheet (Excel file) located on the Royal Mail Group Website at: and click on “Qualification Process” where the excel spread sheet can be found. The Applicant Details Spread sheet should be completed with the details of your organisation. The spread sheet format should not be amended in any way. Mandatory field for completion are: – Organisation name; – Contact Telephone Number for your organisation; – First name of the person who will complete the PQQ; – Surname of the person who will complete the PQQ; – Contact number for the person who will complete the PQQ; – Email address of the person who will be completing the PQQ. Please also complete as much of the non-mandatory information as possible. 4.Please send the completed form to in the covering email please advise your company registration number and your company turnover for the last year of reported accounts. 5.Step 2: You will then be sent two automatically generated emails explaining how to access the PQQ documents: -Received usually with 48 hours of the above, the first email will include your log-on details for our eSourcing system. The email will arrive from and will be headed Royal Mail Group RFX – (please do not reply to this address unless you are instructed to do so). -The second email (within a further 24 hours) will specifically invite you to participate in the PQQ. It is at this point that you will be able to fully access the PQQ documents. Your log-on will not be activated until this second email is received, so please do not try to log-on before this time. 6.Step 3: Client Software Requirements for E-sourcing: In order to download the PQQ documents from eSourcing, the Client Software Requirements are as follows: Your Windows operating system must support the following client software: • Microsoft Internet Explorer 6 SP2, Microsoft Internet Explorer 7, or Microsoft Internet Explorer 8. 7.NOTE: 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.