Energy Audit Services for Royal Mail
Energy Strategy: Demand Reduction Works, Goods and Services.
UK-Swindon: Installation services (except software)
Contract notice – utilities
Section I: Contracting entity
Royal Mail Group Limited
Wheatstone House, Wheatstone Road, Dorcan
For the attention of: Alan Tweed
SN3 5JN Swindon
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)
Section II: Object of the contract
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
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
– 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.
51000000, 71315300, 31000000, 42000000, 42500000, 31500000, 31100000, 31200000, 31210000, 31161900, 42100000, 44600000, 45300000, 50721000, 50710000
Tenders may be submitted for one or more lots
Estimated value excluding VAT
Range: between 8 300 000 and 18 000 000 GBP
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)
Information about lots
Lot No: 1 Lot title: Lot 4 Investment Grade Energy Audit Services
Range: between 300 000 and 750 000 GBP
Range: between 5 000 000 and 9 500 000 GBP
Range: between 35 000 000 and 40 000 000 GBP
Range: between 20 000 000 and 25 000 000 GBP
Range: between 60 000 000 and 140 000 000 GBP
Section III: Legal, economic, financial and technical information
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.
Section IV: Procedure
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
Additional information about electronic auction: An electronic auction (e-auction) may be used to award all or part of the requirements.
Payable documents: no
Section VI: Complementary information
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:
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 email@example.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.5)Date of dispatch of this notice:3.5.2013