HM Forces Mail Delivery Tender

HM Forces Mail Delivery Tender

Provision of Services for the Overseas Conveyance of HM Forces Mail.

United Kingdom-Ruislip: Mail delivery services

2014/S 123-219561

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

HQ British Forces Post Office
West End Road
Contact point(s): Commercial Manager
For the attention of: Terry Byfield
HA4 6DQ Ruislip
Telephone: +44 2085893376

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

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity


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:

Provision of Services for the Overseas Conveyance of HM Forces Mail.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 4: Transport of mail by land [3] and by air

NUTS code UKI23

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 a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 6 000 000 and 8 000 000 GBP

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

Mail delivery services. Mail delivery services. The Ministry of Defence (the “Authority”) British Forces Post Office (BFPO) has a requirement for the secure conveyance of Her Majesty’s Forces mail (letters, cards, and parcels up to 30 kgs in weight) addressed to static locations worldwide, and the same for mail sent from those locations to the United Kingdom. All overseas locations to be served will be grouped into routes for which regular, scheduled services will be needed, and other routes (either regionalised or individual) for which irregular, ad-hoc services will be called upon at short-notice. The Invitation to Tender (“ITT”) will list each route and its group. While each of these groups have been allocated as Lots, companies that are interested should note that tenders will be accepted for each Lot, all Lots, or part of each Lot (e.g. a single route or several routes).
To receive the ITT documentation, requests should be made to the Authority by e-mail or telephone. The Authority will acknowledge each request in writing, and therefore companies should ensure that their request has been so acknowledged. The Authority will forward the ITT by e-mail.
Conveyance services may, at times, be augmented by BFPO use of RAF aircraft and/or any suitable pre-existing Authority contract(s) where there is overlap that meets the needs of BFPO. At any given time mail deliveries to any of the locations may increase for operational reasons.

II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): no


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: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Where information is held by the Authority that would indicate the volumes of mail carried previously on the routes, this will be provided with the ITT. However, no guarantee of any level of business can or will be given as the nature of mail is such that volumes fluctuate and BFPO locations may be opened and closed at short notice. However, it is usual for a significant seasonal increase to take effect between October and January. It should also be noted that no business whatsoever is guaranteed under any resulting framework agreement or contract, and indeed there is no guarantee that any framework agreement or contract will be put in place in relation to this Notice. No compensation, etc. will be paid if a tender or resulting framework agreement is withdrawn for any reason. Suppliers should take part in this process only on the basis that they fully understand and accept this position.
Estimated value excluding VAT:
Range: between 6 000 000 and 8 000 000 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: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Group 1 Routes

1)Short description

Routes requiring regular scheduled services for conveyance of mail.

2)Common procurement vocabulary (CPV)


3)Quantity or scope

Estimated value excluding VAT:
Range: between 6 000 000 and 6 900 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Group 2 Routes

1)Short description

Routes within Caribbean and Gulf regions requiring ad-hoc services for conveyance of mail.

2)Common procurement vocabulary (CPV)


3)Quantity or scope

Estimated value excluding VAT:
Range: between 200 000 and 400 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: Group 3 Routes

1)Short description

Other routes requiring ad-hoc services for conveyance of mail.

2)Common procurement vocabulary (CPV)


3)Quantity or scope

Estimated value excluding VAT:
Range: between 500 000 and 700 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

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

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Although it is intended that the contract(s) shall include only two Key Performance Indicators, the importance of each will be reflected in the payment terms with the inclusion of an incentivisation arrangement. Under this, a percentage of each firm price will be held in abeyance by the Authority in the event that a Contractor fails to meet or exceed the threshold for either or both key performance indicators. The payment terms will set out the circumstances as to how each amount held in abeyance can subsequently be reclaimed by the Contractor, and other terms will set out the circumstance when it cannot. The ITT will reflect this in more detail.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If a group of economic operators submits a bid, the group must nominate a lead organisation to deal with the Authority. The Authority shall require the group to form a legal entity before entering into a contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Electronic Trading.

Suppliers must note the mandatory requirement for electronic trading using the Authority’s standard Purchase to Payment (P2P) system operating under the Defence Electronic Commerce Service, which shall be a special condition for the performance of any contract. You can find details on the P2P system at Any Contractor shall be required to sign DEFFORM 30 (Electronic Transaction Agreements) and unconditionally accept DEFCON 5J (Unique Identifiers), DEFCON 129J (The Use of Electronic Business Delivery Form); and DEFCON 522J (Payment under P2P).

Please note that the requirement to which this Notice relates comes under Logistics Commodities and Services (LCS), formed on 1 August 2011. LCS is determining the future strategy for all commodities and services within its remit and may in the future place a contract for the supply of services which may include the provision of services which are covered by this notice. In this event the Authority may satisfy its requirement from the LCS service contract and no further orders will be placed against any framework arising from this notice. Alternatively the Authority may appoint a managing agent to operate the framework/contract arising from this notice; novate the framework/contract to a managing agent or third party; or assign the benefit of the framework/contract to a managing agent. Further details will be provided in the ITT.

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 Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
Supplier selection will include a mandatory requirement for a number of pre-requisites to be provided by potential suppliers, with their Tender responses. These will be:
i. a statement confirming possession of an Operating licence, granted by the Member State in which the Tenderer (or relevant sub-Contractor) has their principal place of business, allowing the carry of mail or cargo within the European Economic Area (EEA);
ii. a statement confirming possession of applicable route licences, for flights beyond the EEA;
iii. a Department for Transport Regulated Agent, Unique Alphanumeric Identifier (applicable for any Contractor or sub-Contractor personnel handling mail).
iv. statement of compliance with Postal Services Act 2011, Communications Act 2003, and Civil Aviation Act 2012.
v. ISO9001:2008 Quality Management System certification (to be provided by a third party certification body accredited by the appropriate member of the International Accreditation Forum). The certification scope must be appropriate for the work required by the contract.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
Audited accounts for the last two complete financial years to be provided with each Tender response. A financial assessment will be undertaken on the supplier’s financial status. An overall pass/fail judgment will be made after considering areas such as turnover, profit, and capacity. This assessment will include the Parent company where applicable.
III.2.3)Technical capacity
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

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

Lowest price

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


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

20.8.2014 – 10:00
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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 20.8.2014 – 10:00
Persons authorised to be present at the opening of tenders: no

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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available at The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

From 2 April 2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is the reduction in the number of security classifications used. All suppliers to the Department are encouraged to make themselves aware of the changes as it may impact on this Requirement. The link below to the website provides information on the new GSC.

The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the Authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies, or otherwise.

Advertising Regime OJEU: This contract opportunity is published in the Official Journal of the European Union (OJEU), the MoD Defence Contracts Bulletin and GO Reference: GO-2014626-DCB-5769592.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, Agencies/Misc
West End Road,
HA4 6DQ Ruislip
Telephone: +44 2085893376

Body responsible for mediation procedures

Ministry of Defence, Agencies/Misc

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Ministry of Defence, Agencies/Misc

VI.5)Date of dispatch of this notice: