Compliance Survey of Royal Mail Group Bulk Fuel Installations

Compliance Survey of Royal Mail Group Bulk Fuel Installations

Royal Mail Group Procurement.

UK-Swindon: infrastructure works consultancy services

2012/S 21-034285

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Royal Mail Group Procurement
Wheatstone House, Wheatstone Road, Dorcan
For the attention of: Alan Tweed
SN3 5JN Swindon
UNITED KINGDOM
Telephone: +44 7860341491
E-mail: alan.tweed@royalmail.com

Internet address(es):

General address of the contracting authority: www.royalmailgroup.com/portal/rmg

Address of the buyer profile: http://www.royalmailgroup.com/portal/rmg/jump1?

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

Other: Postal Services
I.3)Main activity

Other: Postal 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:

Compliance Survey of Royal Mail Group Bulk Fuel Installations.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: UK.
NUTS code
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)

Royal Mail Group Limited requires a contract to conduct a survey of the circa 250 bulk fuel installations across the Royal Mail Estate and produce a condition report detailing for each specific site its compliance to applicable environmental, health, safety and security legislation. The report will also identify and works required to bring any specific sites to comply with relevant legislation.
II.1.6)Common procurement vocabulary (CPV)

71311300, 71317210, 90714600

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

A one off programme of surveys and condition to be conduced within three months of contract commencement. The contractor will survey circa 250 bulk fuel storage and dispensing facilities across the Royal Mail Estate and produce a report that details the current state of compliance of these facilities to any applicable health, safety, security and environmental legislation. The report will identify and detail any works needed to be conducted to bring the facilities to the required level of compliance. After this initial programme of work Royal Mail may periodically request further surveys and/ or audits at specific sites on an ad hoc basis.
Estimated value excluding VAT:
Range: between 100 000,00 and 300 000,00 GBP
II.2.2)Information about options

Options: no
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: 36 (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:

Parent company or other guarantees or equivalent assurances provided by recognised and rateable credit institutions may be required in certain circumstances. See contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See contract documents.
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, the Contracting Authority 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: The selected supplier(s) will be required to actively participate in the achievement of social/ethical/environmental objectives. Accordingly contract performance conditions may relate in particular to social, ethical, environmental or other corporate social responsibility considerations.
Further details of these conditions will be set out in the contract documents.
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 required to complete a pre-qualification questionnaire (PQQ). This is available online from the buyer profile address in I.1 above and must be fully completed via the Royal Mail e-sourcing portal no later than by 5pm on 27.2.2012.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See 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

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 6
Objective criteria for choosing the limited number of candidates: See PQQ.
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 no
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: yes
Additional information about electronic auction: An electronic auction (e-auction) may be used to award all or part of the requirements. The use of e-auctions may also be an option as part of any mini competition process.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

27.2.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

2.3.2012
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening 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

Expression of Interest (EOI) & Pre Qualification Questionaire (PQQ).
Please read ALL of the following information carefully.
1. Expression of Interest:- please ensure that you submit an expression of interest promptly so that your details can be populated in the Royal Mail Group Electronic Sourcing system (E-Sourcing). This is a necessary first step in order for you to be able to respond to the PQQ.
2. To formally submit an EOI you must firstly download the Applicant Details Spreadsheet (Excel file) located on the Royal Mail Group Website at: http://www.royalmailgroup.com/portal/rmg/content3?catId=23300561&mediaId=23500516

3. The Applicant Details Spreadsheet should be completed with the details of your organisation. The spreadsheet format should not be amended in any way. Mandatory information required to be added to the spreadsheet is: 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.
3. Following completion of your Applicant Details Spreadsheet, please email the spreadsheet to alan.tweed@royalmail.com.

4. You will THEN be sent information on how to access the PQQ. The PQQ will be managed using the RMG Electronic Sourcing System (Esourcing).
5. The Pre Qualification Questionaire is accessed via Esourcing. You will need to receive 2 emails in order to participate). Once you have submitted your completed Applicant Details Spreadsheet) you will be provided with your FIRST email (within 48 hours Monday – Friday) which is a log-on to Esourcing, these log-on details shall arrive via RMG@frictionless.com and headed Royal Mail Group RFX. (please do not email this site unless instructed to do so). On receipt of your log-on information you will then be sent a SECOND email (within 24 hours Monday to Friday)from RMG@frictionless.com or RMG, Inviting you to Participate in the PQQ [Name of the PQQ event]. It is at this point that you will be able to fully access the PQQ and start to complete it.

6. The PQQ will close as noted in IV.3.4.
Please note: Your log-on will not be activated until you are formally invited to participate, so please do not try to log-on BEFORE you are invited to do so, since your access will be denied.
7. RMG may require suppliers to supplement or clarify the information submitted in the PQQ and may also undertake its own audit of the supplier to verify the information provided.
8. Tenders and all supporting documentation for the contract must be priced in sterling (unless otherwise specified in the contract documents) and written in English.
9. Any 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.
10. Royal Mail Group is not liable for any costs incurred by those expressing an interest in tendering for this contract opportunity. Royal Mail Group reserves the right to terminate the procurement process (or part of it), 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. The most economically advantageous or any tender will not automatically be accepted.
All communications must be made through Alan Tweed (e-mail alan.tweed@royalmail.com).

Shortlisted applicants will receive an invitation to negotiate. This will include full location details of Royal Mail Group sites to be surveyed. These sites are located UK wide, including Northern Ireland.

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

See V1.4 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. In accordance with regulation 33 (information about contractual award procedures and the application of standstill period prior to contract award) and Regulation 45 (Enforcement of Obligations) of the Utilities Contract Regulations 2006.
VI.4.3)Service from which information about the lodging of appeals may be obtained

See VI.4.2 above

VI.5)Date of dispatch of this notice:27.1.2012