Energy Audit Services for Royal Mail

Energy Audit Services for Royal Mail

Energy Strategy: Demand Reduction Works, Goods and Services.

UK-Swindon: Installation services (except software)

2013/S 088-150138

Contract notice – utilities

Works

Directive 2004/17/EC

Section I: Contracting entity

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

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

Internet address(es):

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

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

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

Energy Strategy: Demand Reduction Works, Goods and Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Design and execution
Main site or location of works, place of delivery or of performance: Various Royal Mail Locations across the 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 several operators
maximum number of participants to the framework agreement envisaged: 5
Duration of the framework agreement

Duration in years: 6
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT
Range: between 8 300 000 and 18 000 000 GBP

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

RMG’s energy strategy consists of two strands: energy supply and reduction demand. These requirements have been broken down into six separate Lots. This contract notice relates to:
– Lot 4 – energy audit services;
– Lot 5 – supply of energy demand reduction equipment (divided into four sub-lots); and
– Lot 6 – installation of energy demand reduction equipment.
Lots 1 to 3 have been advertised via two separate contract notices; further details are contained in section VI.3 and Annex B.
Royal Mail Intends to appoint a maximum of five suppliers to each lot / sub lot advertised in this OJEU notice.
II.1.6)Common procurement vocabulary (CPV)

51000000, 71315300, 31000000, 42000000, 42500000, 31500000, 31100000, 31200000, 31210000, 31161900, 42100000, 44600000, 45300000, 50721000, 50710000

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: yes
Tenders may be submitted for one or more lots
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 energy demand reduction Works will initially focus on RMG’s top 100 buildings by energy demand; however works, goods and/or services within scope of the framework may be required for any building within the RMG estate. The estimated value shown below is the total combined cost of all three contracts over the maximum contract duration of six years. Each contract will have an initial term of three years. RMG reserves the right to extend any or all of the contracts for up to three further years (either 12 + 12 + 12 months or 36 months). The contract duration in sections II.1.4 and II.3 is based upon the maximum six year duration of each contract.
Estimated value excluding VAT
Range: between 8 300 000 and 18 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Each contract will have an initial term of three years. RMG reserves the right to extend any or all of the contracts for up to three further years (either 12 + 12 + 12 or 36 months), with a maximum total duration of six years for each contract.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
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: 72 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 4 Investment Grade Energy Audit Services

1)Short description:

To conduct energy audits to International Performance Measurement and Verification Protocol Standard of RMG’s buildings to identify opportunities to reduce energy demand and present recommendations including the specification of equipment that should be installed at each specific RMG audited site and the resultant impact on energy demand. The energy audits shall be conducted at a selection of RMG’s top 100 sites (by energy demand) although RMG reserves the right to require audits of other sites in its estate.
2)Common procurement vocabulary (CPV)

71315300

3)Quantity or scope:

Estimated value excluding VAT
Range: between 300 000 and 750 000 GBP
Lot No: 2 Lot title: Lot 5A – Supply of energy demand reduction equipment – Lighting

1)Short description:

The supply of lighting. Precise requirements will be specified by RMG and may be based upon its energy audit recommendations.
2)Common procurement vocabulary (CPV)

31000000, 31500000

5)Additional information about lots:

The projected total contract value for all requirements under lot 5 (i.e. Lot 5A- 5D for specific equipment types) is between £3m and £8m. RMG may require the equipment supplier to provide detailed installation designs.
Lot No: 3 Lot title: Lot 5B – Supply of energy demand reduction equipment – control systems

1)Short description:

The supply of control systems including for example heating and hot water control systems and building management systems. Precise requirements will be specified by RMG and may be based upon its energy audit recommendations.
2)Common procurement vocabulary (CPV)

31000000, 31210000

5)Additional information about lots:

The projected total contract value for all requirements under lot 5 ( Lot 5A- 5D for specific equipment types) is between £3m and £8m. RMG may require the equipment supplier to provide detailed installation designs.
Lot No: 4 Lot title: Lot 5C – Supply of energy demand reduction equipment – Heating, Ventilation and Air Conditioning Systems

1)Short description:

The supply of heating, ventilation and air conditioning systems and/or enhancements to existing systems. Precise requirements will be specified by RMG and may be based upon its energy audit recommendations.
2)Common procurement vocabulary (CPV)

31000000, 42500000

5)Additional information about lots:

The projected total contract value for all requirements under lot 5 ( Lot 5A- 5D for specific equipment types) is between £3m and £8m. RMG may require the equipment supplier to provide detailed installation designs.
Lot No: 5 Lot title: Lot 5D – Supply of energy demand reduction equipment – voltage optimisation

1)Short description:

The supply of voltage optimization equipment. Precise requirements will be specified by RMG and may be based upon its energy audit recommendations.
2)Common procurement vocabulary (CPV)

31000000, 31100000

5)Additional information about lots:

The projected total contract value for all requirements under lot 5 ( Lot 5A- 5D for specific equipment types) is between £3m and £8m. RMG may require the equipment supplier to provide detailed installation designs.
Lot No: 6 Lot title: Lot 6 – Installation of energy demand reduction equipment

1)Short description:

The installation of energy demand reduction equipment. Precise requirements will be specified by RMG and may be based upon its energy audit recommendations. Installation requirements are expected to include installing all of the equipment within scope of sub-lots 5A to 5E. Ongoing maintenance and support falls outside the scope of the contract; these services are currently delivered by Romec (an affiliated undertaking of RMG within the meaning of Regulation 7 of the Utilities Contracts Regulations 2006). The successful supplier will be required to liaise with Romec or any subsequent provider of these services in respect of handover following installation.
2)Common procurement vocabulary (CPV)

51000000

3)Quantity or scope:

Estimated value excluding VAT
Range: between 5 000 000 and 9 500 000 GBP
5)Additional information about lots:

RMG may require the installation supplier to provide detailed installation designs.
Lot No: 7 Lot title: Lot 1 – Supply of Electricity to Royal Mail Group Sites

1)Short description:

The supply of approximately 315 Gwh of electricity per annum to approximately 2500 RMG sites across the United Kingdom (excluding Northern Ireland) for up to five years.
2)Common procurement vocabulary (CPV)

09310000

3)Quantity or scope:

Estimated value excluding VAT
Range: between 35 000 000 and 40 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 180 (from the award of the contract)
5)Additional information about lots:

This Lot is being advertised via a separate contract notice and is replicated here for information purposes only. RMG requires the supply of electricity to both half hourly and non-half hourly metered sites. It is RMG’s intention to source up to 50 % of its electricity demand via long term commodity cost structure(s) – please refer to Lot 3. RMG reserves the right to invite variant bids in respect of a combined Lot 1 and Lot 3 offering. In such circumstances the duration of the Lot 1 electricity supply agreement would be extended to 10 or 15 years. The duration stated in section 4 above is based upon the maximum possible duration of 15 years in the event of a successful variant bid in respect of a combined Lot 1 and 3 offering.
Lot No: 8 Lot title: Lot 2 – Supply of Natural Gas to Royal Mail Group Sites

1)Short description:

The supply of approximately 18.5m therms of gas per annum to approximately 2500 RMG sites across the United Kingdom (excluding Northern Ireland) for up to five years.
2)Common procurement vocabulary (CPV)

09123000, 09121200

3)Quantity or scope:

Estimated value excluding VAT
Range: between 20 000 000 and 25 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots:

This Lot is being advertised via a separate contract notice and is replicated here for information purposes only.
Lot No: 9 Lot title: Lot 3 – Energy Supply – supply of electricity via a long term commodity cost structure

1)Short description:

RMG wishes to procure up to 50% of its long term forecast electricity demand on one or more commodity price structures for between ten to fifteen years. RMG’s estimated electricity demand is approximately 315 Gwh of electricity per annum across approximately 2500 RMG sites across the United Kingdom (excluding Northern Ireland). RMG intends to make a call for competition under the qualification system in June 2013, alongside the wider energy strategy procurement process. RMG reserves the right to make further calls for competition under the qualification system up until its expiry or termination. It is anticipated that any contracts placed under the Qualification System will commence in April 2015. Each contract will have a maximum duration of up to 15 years.
2)Common procurement vocabulary (CPV)

09310000

3)Quantity or scope:

Estimated value excluding VAT
Range: between 60 000 000 and 140 000 000 GBP
5)Additional information about lots:

This Lot is being advertised via a separate qualification system notice and is replicated here for information purposes only

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Parent company and/or other guarantees or equivalent assurances of performance and financial liability may be required by RMG if considered appropriate.
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:

If the contract is awarded to a grouping of economic operators (ie a consortium), RMG 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.
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: The suitability of candidates will be assessed in accordance with Regulation 26 of the Utilities Contracts Regulations 2006 (as amended). 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: Candidates will be assessed in accordance with Regulation 27 of the Utilities Contracts Regulations 2006 (as amended). Please refer to the PQQ for further information.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: Candidates will be assessed in accordance with Regulation 27 of the Utilities Contracts Regulations 2006 (as amended). Please refer to the PQQ for further information.
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.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: An electronic auction (e-auction) may be used to award all or part of the requirements.
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

no
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

3.6.2013 – 17:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

English.
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:

Please read ALL of the following information carefully. By submitting a PQQ Response you are deemed to accept all the provisions set out in this OJEU Notice, as well as the e-sourcing portal Terms of Use.
Energy Strategy
1. RMG’s energy strategy consists of two strands: energy supply and reduction demand. These requirements have been broken down into six separate Lots as follows:
– Lot 1 – The Supply of Electricity To Royal Mail Group Sites (contract);
– Lot 2 – Supply of Natural Gas To Royal Mail Group Sites (contract);
– Lot 3 – Supply of electricity via a long term commodity cost structure (qualification system);
– Lot 4 – energy audit services (multi-supplier framework);
– Lot 5 – supply of energy demand reduction equipment (multi-supplier framework; divided into 4 sub-lots); and
– Lot 6 – installation of energy demand reduction equipment (multi-supplier framework).
2. In order to ensure greater transparency, RMG has elected to advertise the six Lots across three separate OJEU Notices (Lots 1 and 2 supply; Lot 3 supply; and Lots 4 to 6 works); all of the OJEU Notices can be accessed via the e-sourcing portal.
3. RMG intends to conduct the procurement for all six Lots as one overarching energy strategy project.
4. Bidders are invited to express an interest in one, several or all six Lots. At the tender stage each Bidder will have the opportunity to submit package offers across any combination of Lots (if any) for which it has been shortlisted at the PQQ stage. Package offers may relate to a number of different Lot combinations, however RMG reserves the right to limit at the tender stage the number and/or combination of package offers.
5. RMG may also invite variant bids, in addition to package offers; further details will be set out in the ITN if relevant. RMG reserves the right to limit at the tender stage the number and/or scope of variant bids.
6. For the avoidance of doubt Bidders will be required to submit a base bid, namely a freestanding offer, in respect of each Lot for which it has been shortlisted at the PQQ stage.
7. RMG will conduct an evaluation of all base bids, package offers and variant bids (if applicable). RMG reserves the right to award more than one Lot to a Bidder, including where a package offer is assessed as being the most economically advantageous tender when taken as a whole. The base bids will enable RMG to evaluate each Lot on a freestanding basis, as well as provide a comparator when evaluating the package and/or variant bids. Full details of the bid evaluation methodology will be contained in the ITN.
8. For the avoidance of doubt, in the event that a package offer is established as offering the most economically advantageous tender across the relevant combination of Lots, a bidder which would not have won the contract for a Lot if evaluated independently may in fact win the contract for that Lot in conjunction with the other Lots within that package bid.
9. In addition to the regulated procurement process, RMG is undertaking a parallel ‘make or buy’ assessment in respect of Lots 4 and 6. RMG reserves the right to abandon the procurement process for Lots 4 and/or 6 and instead enter into an arrangement with one or more of RMG’s affiliated undertakings in accordance with Regulation 7 of the Utilities Contracts Regulations 2006 (as amended). To this end RMG is currently considering entering into a contract with NDC 2000 Limited in respect of the Lot 4 services and with Romec Limited in respect of the Lot 6 works. Furthermore and, in any event, RMG reserves its right to rely upon the Regulation 7 (affiliated undertakings and joint ventures) exemption at any time, which could for example extend to RMG choosing to award a specific contract for services falling within scope of Lot 4 or works falling within scope of Lot 6 to an affiliated undertaking.
10. For the avoidance of doubt, RMG 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 tender will not automatically be accepted.
11. RMG anticipates sourcing the goods under sub-Lots 5A to 5D on a Capex model, namely RMG will make a capital payment in return for ownership of the equipment. However RMG reserves the right at any time during the procurement process to invite offers (whether as a variant bid or otherwise) on an Opex model, namely the costs for the equipment are included in an on-going service charge (eg monthly or quarterly payments). In such circumstances the suppliers under sub-Lots 5A to 5D may also be required to include the installation costs, payable to the relevant Lot 6 supplier(s), in the Opex funding arrangements. For the avoidance of doubt, RMG’s final decision as to whether to proceed on a Capex and/or Opex model basis may not be wholly, or at all, determined upon the basis of the most economically advantageous offer, but may instead be based upon for example the availability of capital funding within RMG.
12. You will not be entitled to claim from RMG any costs or expenses that you may incur in preparing your PQQ Response or as a result of expressing an interest in or otherwise taking part in this procurement process. You must bear all your own costs associated with expressing an interest and/or taking part in this procurement process in all circumstances including (but not limited to) if RMG terminates or abandon the procurement process and/or disqualifies you from the procurement process.
13. The estimated contract/framework values are provided as indications only. RMG cannot guarantee any business through the framework agreements. If RMG decides to enter into one or more framework agreements, no guarantee is given that call-off contracts will subsequently be awarded.
Expression of Interest (EOI) & Pre-Qualification Questionnaire (PQQ)
1. Expression of Interest: – please ensure that you submit an EOI promptly; we would strongly encourage Bidders to submit an EOI before 20 May 2013 so that you can access the PQQ documentation in good time before the PQQ Response Deadline and your details can be populated in the RMG 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 RMG Website at:
http://www.royalmailgroup.com/our-businesses/ukpil/suppliers/contract-opportunities

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 and telephone number; First name, surname, telephone number and 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 alan.tweed@royalmail.com.

5. You will THEN be sent information on how to access the PQQ. The PQQ will be managed using the RMG Electronic Sourcing System (Esourcing).
6. The PQQ 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. It is at this point that you will be able to fully access the PQQ and start to complete it. 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. Once you are registered on the e-sourcing portal, all further communications relating to the procurement process must be submitted via the e-sourcing portal only.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:3.5.2013