Security Services for the Post Office

Security Services for the Post Office

Post Office is running this tender process to appoint a supplier to provide a range of security services under the Post Office security brand “Grapevine 2014”. Post Office is looking to appoint a supplier who is willing and able to work in partnership with Post Office’s Security Department.

UK-London: Security services

2013/S 101-173255

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Post Office Limited
148 Old Street
For the attention of: Lucy Blackshaw
EC1V 9HQ London

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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: Postal Authority
I.3)Main activity

Other: UK Postal Administration 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:

Provision of Security Services (Grapevine 2014)
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 23: Investigation and security services, except armoured car services
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)

Post Office is running this tender process to appoint a supplier to provide a range of security services under the Post Office security brand “Grapevine 2014”.
Post Office is looking to appoint a supplier who is willing and able to work in partnership with Post Office’s Security Department. The contract requirements will be subject to on-going change and review, given that the services (as well as supporting goods and technologies) will need to respond to unforeseen incidents and be planned around future events/changes. Furthermore the technology and working practices, which support the provision of security services, are constantly evolving and being improved; consequently the successful supplier will be required to ensure that it constantly adapts and improves its service offering, so that Grapevine remains at the forefront of intelligence gathering capability within the security arena.
The required services will include, but are not limited to:
— A single point of contact for all critical and serious incidents, including a Tiger Kidnap/Hostage line facility,
— A 365, 24/7 Grapevine control room where Members (namely Post Office employees, agents and CViT (Cash and Valuables in Transit) crews) can report critical and serious incidents, which are managed through an agreed escalation process, including Police and senior management stakeholder engagement. These services include dedicated call recording and cloud stakeholder engagement technology.
— Management of external stakeholders including members of the Police community, who from time to time have a vested interest in the Grapevine operations.
— The submission of intelligence received from Members, on average over 850 per annum reports are submitted through Grapevine to the relevant Policing areas. Such reports highlight suspicious activity in or around Post Office related buildings or staff. Intelligence is gathered within the spirit of the National Intelligence Model.
— The delivery of complex incident management technology, including mapping and analytical software with the aim of disrupting organised crime against the Post Office.
—Alerting Members to be aware of local crime affecting their area and to take necessary preventative security measures, via a special text messaging/email notification service.
— Provision of a CViT taskforce, which is a mixture of covert/overt personnel deployed on surveillance operations, during the cash delivery process, at various outlets throughout the country. A wide range of cash tracking technology is also deployed from the centre.
— A conduit for the escalation of remote lone person worker devices, issued for both core and outreach workers and those deemed to be at high risk for a variety of operational reasons.
— Monitoring of a vehicle tracking platform for CViT vehicles.
— Provision of vehicle tracking, alarm software and devices for CViT vehicles and mobile Post Offices.
— Monitoring of live streaming CCTV services to all CViT vehicles in UK and Northern Ireland and all Post Office UK and Northern Ireland cash centres, and selected cash depots.
— Hosting of the Post Office approved Police National Computer where information is gathered and used to support Post Office security operations.
– Hosting of Cencon services, this is a centrally hosted remote lock/unlock service for Post Office in house ATM replenishment service.
— Provision, support and maintenance of Loneworker protection platform for approximately 400 staff. These individuals comprise of opening and closing teams in Post Office cash centres and cash depots, core and outreach postmasters and employees assessed to be under risk of attack, threat or extortion.
— Provision of reactive Manned Guarding in response to a robbery, burglary or security incidents.
— Provision of key access control compliance monitoring through automated cabinets.
— Provision of an Alarm Receiving Centre to provide:
1) intruder alarm monitoring for a branch network of 5000 URN (Police response) 4000 key holder response only and remote access control of 6 cash centres
2 Fire alarm monitoring – fire service contact
3) Datatrak monitoring of 456 vehicles / testing – activation alerts – contact Police
4) Incident management – take calls from Post Office’s internal Network Business Support Centre out of hours and instigate engineer attendance where applicable e.g. Rapid Deployment Kit deployment and track the equipment whereabouts
5) Verification of Personnel for Emergency access to premises
6) Call out to our Crown Office estate (Post Office directly managed branches) in respect of keyholder management and Manned guarding services to vulnerable branches
7) Produce management information reports – false alarms – URN Report
— Maintain the Alarm asset management database
— Host and administer Card Bureau Platform
— Any additional services which are required to support the requirements stated above or which Post Office considers as being necessary or desirable for the successful operation of Grapevine generally.
II.1.6)Common procurement vocabulary (CPV)

79710000, 71620000, 72316000, 79700000, 79713000, 79714000, 79714100, 79715000, 79716000, 79720000, 32573000, 48600000, 72415000, 79711000

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Over the maximum 7 year term of the contract the value of the services are expected to be circa 17 500 000 GBP to 35 000 000 GBP excluding VAT
The estimated contract value is provided as an indication only.
Estimated value excluding VAT:
Range: between 17 500 000 and 35 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will have an initial term of 5 years. Post Office reserves the right to extend the contract for a further two terms, each up to 1 year duration , up to a maximum total term of 7 years.
Provisional timetable for recourse to these options:
in months: 60 (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: 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:

Parent company and/or other guarantees of performance and/or financial liability may be required by Post Office if considered appropriate. Applicants will be advised if this is necessary during the procurement.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
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 (e.g. a consortium), Post Office 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 before entering into the contract.
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: Applicants will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006 (as amended); please see the PQQ for further information.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006 (as amended); please see the PQQ for further information.
Minimum level(s) of standards possibly required: Please see PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006 (as amended); please see the PQQ for further information.
Minimum level(s) of standards possibly required:
Please see 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

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Post Office will invite to tender the highest scoring applicants on the basis of the pre-selection criteria set out in the PQQ.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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

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

17.6.2013 – 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
IV.3.8)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.
E-sourcing portal
1. Post Office makes use of the Royal Mail Group Limited e-sourcing system.
2. Please ensure that you submit an expression of interest (EOI) promptly so that your details can be populated in the e-sourcing system. This is a mandatory first step in order for you to be able to respond to the PQQ.
3. To formally submit an EOI you must To formally submit an EOI you must download the applicant details spreadsheet (excel file) located on the Royal Mail Group Website at: then select “Qualification Process”

Please note that if you represent a consortium, please contact for further

instructions on how to register your expression of interest.
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 be completing the PQQ. Please also complete as much of the
non-mandatory information as possible.
3. Following completion of your applicant details spreadsheet, please email the spreadsheet to or

4. You will then be sent information on how to access the PQQ. The PQQ will be managed using the RMG
Electronic Sourcing System (Esourcing).
5. The pre qualification questionnaire 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 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 for the Post Office Provision of Security Services (Grapevine 2014).

It is at this point that you will be able to fully access the PQQ and start to complete it.
6. 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.
7. 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.
8. Tenders and all supporting documentation for the contract must be priced in sterling (unless otherwise
specified in the contract documents) and written in English.
9. Any agreement entered into will be considered a contract made in England according to English law and will
be subject to the exclusive jurisdiction of the English Courts.
10. Post Office Ltd is not liable for any costs incurred by those expressing an interest in tendering for this
contract opportunity. Post Office Ltd 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 or any tender will not automatically be accepted.
Important Notes
This OJEU Notice must be read in full. Applicants are reminded that participation in this procurement process is subject to the Terms and Conditions set out in Appendix 1 of the PQQ and the e-sourcing portal Terms of Use.
This procurement process relates to Part B services only, namely category 23 ‘Investigation and security services, other than armoured car services’, and is not therefore subject to Directive 2004/18/EC or the Public Contracts Regulations 2006 (as amended) (the Regulations).
Whilst Post Office is broadly following the Restricted procedure and has voluntarily chosen to advertise the opportunity in the Supplement to the Official Journal of the European Union, Post Office does not accept that the provisions contained in Directive 2004/18/EC and/or the Regulations apply to this procurement, except for those provisions which explicitly apply to Part B services in accordance with Regulation 5.
For the avoidance of doubt, any references to the Regulations within any of the procurement documents (including this contract notice) are for ease of reference only and do not indicate any obligation upon, nor acceptance by, Post Office to comply with the Regulations other than in accordance with Regulation 5.
In accordance with the Public Services (Social Value) Act 2012 Post Office must consider:
(a) how what is proposed to be procured might improve the economic, social and environmental well-being of the area where it exercises its functions, and
(b) how, in conducting the process of procurement, it might act with a view to securing that improvement. Accordingly, the subject matter of the contract has been scoped to take into account the priorities of Post Office relating to economic, social and environmental well-being. These
priorities will also be reflected in the evaluation criteria for the award of the contract, to the extent that Post Office considers it relevant and proportionate to the subject matter of the contract.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Any appeal in relation to this procurement should be addressed to the contact point at section I.1 above.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:24.5.2013