Energy and Water Bureau for Royal Mail

Energy and Water Bureau for Royal Mail

Lot 1 – Energy bureau and associated services; Lot 2 – Energy risk management, procurement and associated services; Lot 3 – Water bureau and associated services; Lot 4 – Bureau Software Licence and Support services.

United Kingdom-Swindon: Accounting, auditing and fiscal services

2013/S 226-394229

Contract notice – utilities

Services

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

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 and Water Bureau , Risk Management and Procurement Support Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: Various 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 a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s):

RMG require a range of support services to assist in its management of Energy and Water supply. These requirements have been broken down into four separate contracts (Lots) as follows:
— Lot 1 – Energy bureau and associated services;
— Lot 2 – Energy risk management, procurement and associated services;
— Lot 3 – Water bureau and associated services;
— Lot 4 – Bureau Software Licence and Support services.
RMG reserves the right to merge lots to form packages / abandon specific lots at any stage of this procurement process – more details are given at section VI.3.
II.1.6)Common procurement vocabulary (CPV)

79200000, 79418000, 72268000

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:

Each contract will have an initial term of three years. RMG reserves the right to extend either contract for up to two further years (either 12 + 12 or 24 months). In addition to RMG’s rights stated at section VI.3) , applicants should note that RMG may either:
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .
Estimated value excluding VAT
Range: between 170 000 and 220 000 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 either contract for up to two further years (either 12 + 12 months or 24months), with a maximum total duration of five years for each contract. The value range shown at II.2.1 above is per annum.
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: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Energy bureau and assocaited services

1)Short description:

The provision of Energy Bureau and associated services – This shall cover invoice validation , M & T reporting and cost recovery for electricity, natural gas, gas oil, LPG and other heating fuels for up to five years.
2)Common procurement vocabulary (CPV)

79200000

3)Quantity or scope:

Estimated value excluding VAT
Range: between 100 000 and 150 000 GBP
5)Additional information about lots:

The spend above is the projected annual spend. Applicants should note that RMG may either:
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .
Lot No: 2 Lot title: Lot 2 – Risk Management Services and procurement support

1)Short description:

The provision of risk management and procurement support for RMG’s energy procurement and commodity risk management programme.
2)Common procurement vocabulary (CPV)

79418000

3)Quantity or scope:

Estimated value excluding VAT
Range: between 50 000 and 100 000 GBP
5)Additional information about lots:

The contract value shown above is the projected annual spend.
Lot No: 3 Lot title: Lot 3 – Water Bureau and Associated Services

1)Short description:

the provision of Water Bureau and assocaited services encompassing invoice validation and data reporting, also to include a pro-active option that includes leak detection, repair services, trade effluent return and retrospective audits ( including leak allowance recovery, surface water charge investigations and all other tariff charge both on and off site) and support for procurement activities.
2)Common procurement vocabulary (CPV)

79200000, 79418000

3)Quantity or scope:

Estimated value excluding VAT
Range: between 20 000 and 70 000 GBP
5)Additional information about lots:

The contract value shown above is the projected annual spend Applicants should note that RMG may either:
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .
Lot No: 4 Lot title: Lot 4 – Bureau Software Licence and Support services

1)Short description:

RMG wishes to consider the purchase and use of bureau software by its own staff and will invite offers for the supply of bureau software and associated software support
2)Common procurement vocabulary (CPV)

72268000

3)Quantity or scope:

Estimated value excluding VAT
Range: between 5 000 and 15 000 GBP
5)Additional information about lots:

The contract value range shown above is annual value.Applicants should note that RMG may either:
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .

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 (i.e. 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

20.12.2013 – 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 and Water Bureau Risk Management and Procurement Support Services.
1. RMG’s energy and water bureau, risk management and procurement support services cover the following requirements:
a)Energy Bureau and associated services – This shall cover invoice validation , M & T reporting and cost recovery ( including retrospective audits) for electricity, natural gas, gas oil, LPG and other heating fuels ;
b) Risk Management Services and procurement support;
c) Water Bureau encompassing invoice validation and data reporting, also to include a pro-active option that includes leak detection, repair services, trade effluent return and retrospective audits (including leak allowance recovery, surface water charge investigations and all other tariff charge both on and off site) and support for water procurement activities;
d) RMG wishes to consider the purchase and use of bureau software by its own staff.
These requirements ( a -d as described above ) have been broken down into four separate Lots as follows:
— Lot 1 – Energy bureau and associated services;
— Lot 2 – Energy risk management, procurement and associated services;
— Lot 3 – Water bureau and associated services;
— Lot 4 – Bureau Software Licence and Support services.
2. RMG intends to conduct the procurement for all four Lots as one overarching project. RMG reserves the right to merge lots to form packages / abandon specific lots at any stage of this procurement process.
3. Bidders are invited to express an interest in one, several or all four 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. The estimated contract values are provided as indications only.
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 12th December 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 Spread sheet (Excel file) located on the RMG Website at: http://www.royalmailgroup.com/our-businesses/ukpil/suppliers/contract-opportunities

3. 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 information required to be added to the spread sheet 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 Spread sheet, please email the spread sheet 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 Spread sheet 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:19.11.2013