Datacentre Tender for Post Office

Datacentre Tender for Post Office

Post Office IT and Change Transformation Programme- Datacentre Procurement.

UK-London: IT services: consulting, software development, Internet and support

2012/S 160-267428

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Post Office Limited
148 Old Street
Contact point(s): IT & Change Transformation Programme – Data Centre Procurement
For the attention of: Maria Christophor
EC1V 9HQ London

Internet address(es):

General address of the contracting authority:

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: Post Offices
I.3)Main activity

Other: UK and overseas Post Office 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.1.1)Title attributed to the contract by the contracting authority:

Post Office IT and Change Transformation Programme- Datacentre Procurement.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Post Office, London.
Delivery of services nationwide (UK and NI).
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)

Over the next three years, Post Office Ltd will be undertaking a significant level of change to deliver its 2012-15 strategic priorities, including: Post Office Independence, Network and Crown Transformation, and substantial revenue growth across Mails, Government and Financial Services. Post Office Ltd has undertaken a review of the existing supply chain and has chosen a strategic IT supply chain and optimal target operating model that adopt industry standards and good practice. The model chosen allows the provision of service towers being managed by a service integrator.
In this context, Post Office Ltd has commenced a procurement to identify a prime supplier to act as such a service integrator and now wishes to seek further prime suppliers to support delivery of technical services through the service towers.
The technical services required are managed IT services made up of several service components.
This procurement seeks to identify a single supplier to support the storage and processing capacity to support other applications or functions.
The selected bidder will be required to establish a data centre service to enable transformation of the Post Office’s IT estate and be ready for transition of the above services from the incumbent suppliers, as well as providing any new services that Post Office Ltd may require in the future, and support all these services as per the agreed service levels during and post transition.
At the end of the contract term the bidder is expected to provide exit management services to transition the services to new suppliers.
II.1.6)Common procurement vocabulary (CPV)

72000000, 32400000, 32500000, 48200000, 48400000, 48500000, 48600000, 48700000, 48800000, 72100000, 30210000, 72300000

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

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

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:

The Scope of this purchase is the Data Centre Service for the Post Office’s Target Operating Model including pre-production and transition.
Anticipated spend between £10m and £40m, up to £60m including the two extension years.
Estimated value excluding VAT:
Range: between 10 000 000,00 and 60 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: Post Office Ltd reserves the right to extend the contract twice for a period of 12 months each. This will allow flexibility for an implementation/transition phase. Therefore the total potential term of the contract is 84 months (60 months + 12 months + 12 months).
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 2
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 or parent company guarantee or other form of security may be required depending upon the organisation’s financial stability as set out in the contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be detailed in the 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 Post Office Ltd may specify that the consortium takes 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, depending upon the organisation’s financial stability as set out in the contract documents, 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: no
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: Please refer to the PQQ.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: A minimum turnover is required as per details set out in the PQQ.
Minimum level(s) of standards possibly required: 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.
Minimum level(s) of standards possibly required:
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

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

Envisaged minimum number 4: and maximum number 6
Objective criteria for choosing the limited number of candidates: The minimum and maximum figures relate to the number of operators who will be invited to participate in dialogue. Post Office Ltd intends to run this procurement as a competitive dialogue in iterative rounds where bidders will be down selected at each stage.
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:
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 058-094733 of 23.3.2012

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

25.9.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

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

I.1) Name, addresses and contact point(s): e-mail: IT&C Transformation

Please read all of the following information carefully.
1. Expression of Interest (EOI) – please ensure that you submit an EOI 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:

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 complete the PQQ. Please also complete as much of the non-mandatory information as possible.
4. Following completion of your Applicant Details Spreadsheet, please email the spreadsheet to the contact detailed in Section I.1 (IT&C Transformation

5. You will then be sent information on how to access the PQQ. The PQQ will be managed using the RMG Electronic Sourcing System (E-sourcing).
6. The PQQ is accessed via E-Sourcing. 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 E-Sourcing. These log-on details shall arrive via 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 or RMG, inviting you to participate in the PQQ ‘Post Office IT Services Datacentre. It is at this point that you will be able to fully access the PQQ and start to complete it.

7. 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.
Requests to participate must be made by supplying all of the information which is set out in the PQQ. This information must be supplied by the date and time specified in IV.3.4 above allowing sufficient time for the registration process to be completed.
Post Office Ltd 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.

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

Any appeal in relation to this procurement should be addressed to the contact point at I.1 (above).

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Any concern, complaint or appeal under this procurement should be addressed in the first instance to the contact at 1.1 above. Post Office Ltd is committed to investigate any complaint thoroughly and revert in writing as rapidly as possible.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: