Shopfitting furniture manufacture for Post Office

Includes supply and installation.

UK-London: miscellaneous furniture and equipment

2012/S 30-048418

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Post Office Ltd
148 Old street
For the attention of: Rufus Salotun
EC1V 9HQ London
UNITED KINGDOM
Telephone: +44 2074414486
E-mail: rufus.salotun@royalmail.com

Internet address(es):

General address of the contracting authority: http://www.postoffice.co.uk

Address of the buyer profile: http://www.royalmailgroup.com/portal/rmg/jump1?

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

Body governed by public law

I.3)Main activity

Other: Postal 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)Description

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

Shopfitting furniture manufacture/supply and installation services.

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

Supplies
Purchase
Main site or location of works, place of delivery or of performance: UK Nationwide including N. Ireland and Scottish Isles.
NUTS code UK.
NUTS code

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
Number of participants to the framework agreement envisaged: 4
Duration of the framework agreement

Duration in years: 2
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 500 000,00 and 2 500 000,00 GBP

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

Post Office Ltd is seeking expressions of interest for the supply, manufacture and installation of shopfitting requirements in its Crown office and non Crown office network of Post Offices. Most of Post office Ltd’s business transactions are carried out on counters.
Interested organisations must have access to PU (Polyurethane) edging manufacturing process either through self delivery or supply chain.
Interested organisations must be able to provide warranty and after sales supports.
Post Office Ltd will expect selected companies to be able to undertake other subsequent furniture related projects other than those mentioned in this notice.
There are three (3) different formats in which the counters/desks are to be supplied and fitted as per the drawings:
a) Main format – counter modular items;
b) Local format – counter modular items and
c) Outreach format – counter modular items.
There are currently circa 450 Crown and 12 000 non Crown offices situated throughout the UK including Northern Ireland and Scottish Isles.
Post Office Ltd is a wholly owned subsidiary of Royal Mail Group Ltd and operates under the Post Office® brand. Managing a nationwide network of over 11 500 Post Office® branches, the largest Post Office® network in Europe and the largest retail branch network in the UK handling more cash than any other business.
Post Office® branches provide products and services that offer value for money and are valuable to customers’ lives. “Our reach” means that over 90 % of people live within a mile of a Post Office® branch and often visit more than once a week – that’s over 19 million customer visits.
Around 450 Post Office® branches are directly managed by Post Office Ltd. The remaining branches are managed on an agency basis either by subpostmasters/mistresses or partners. Some of Post Office Ltd franchise partners include Tesco and WHSmith.
Through its network, Post Office Ltd sells around 170 products and services. Of the 2.7 billion transactions carried out each year, the majority are for banking, leisure and postal services.
Every year more than 500 000 000 household bills are paid over its counters, over a million travel insurance policies are sold, and are now the biggest provider of foreign currency in Britain.
Post Office Ltd is one of the three arms that make up the Royal Mail Group, along with Royal Mail and Parcelforce Worldwide. Post Office Ltd`s Managing Director sits on the Royal Mail Holdings plc Board.
POL have a tradition of service stretching back over 370 years and proud of their, which shows the amazing impact of POL’s business on the lives of people in Britain and around the world. Post Office Ltd has a great public service pedigree, with centuries of innovation and industry making British business what it is today.

II.1.6)Common procurement vocabulary (CPV)

39150000 – FE03, 51000000 – FE03, 39170000 – FE03, 39171000 – FE03, 39172000 – FE03, 55900000 – FE03

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

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

II.1.8)Lots

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:

Post Office Ltd is seeking expressions of interest for the supply, manufacture and installation of shopfitting requirements in it’s Crown offices and non Crown offices network of Post Offices across UK. There are 450 Crown offices and 12 000 non Crown offices. Manufacture and installation will be required to be carried out nationally.
Precise quantities are unknown and no volumes are guaranteed. It is anticipated that expenditure will be in the region of 1 500 000 GBP to 2 500 000 GBP for the full life of this contract award although this expenditure is approximate only and the values will be to such levels as necessary to provide suitable requirements across the estate.
Estimated value excluding VAT:
Range: between 1 500 000,00 and 2 500 000,00 GBP

II.2.2)Information about options

Options: yes
Description of these options: After an initial 2 years contract period there will be options to extend a further 2 years.
Provisional timetable for recourse to these options:
in months: 24 (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: 24 (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:

A performance bond or parent company guarantee or other form of security may be required depending upon the organisation’s financial stability.

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

To be detailed in the main invitation to tender documentation.

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

Requests to participate will be accepted from groupings of economic operators (consortia). In the event of a successful consortium bid, the Contracting Authority reserves the right to require groupings of entities to take a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted. Where a subsidiary company is used, the ultimate parent company may be required to provide a guarantee in respect of the performance of the contract by the subsidiary before acceptance.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The selected contractor will be required to actively participate in the achievement of social and/or environmental objectives. Accordingly contract performance conditions may relate in particular to social, environmental or other corporate social responsibility considerations. Further details of these conditions will be set out in the tender.

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: All respondents to this notice will be required to complete a pre-qualification questionnaire (PQQ) – Royal Mail Group (RMG) will use the information provided to evaluate the applicants business probity, financial standing, ability, technical capacity, in accordance with the EU directives on the award of public contracts. This PQQ is available from the buyer profile address in I.1 above.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to PQQ.
Minimum level(s) of standards possibly required: Participants must have a minimum annual turnover of 8 000 000 GBP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to PQQ.
Minimum level(s) of standards possibly required:
Please refer to PQQ.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

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

Envisaged minimum number 8: and maximum number 12
Objective criteria for choosing the limited number of candidates: Please refer to 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: 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 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

15.3.2012 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

5.4.2012

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening 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

Expression of Interest (EOI) & pre-qualification questionnaire (PQQ).
Please read all of the following information carefully.
1. Expression of interest: please ensure that you submit an expression of interest promptly so that your details can be populated in the Royal Mail Group 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 Royal Mail Group Website at: http://www.royalmailgroup.com/our-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; 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; e-mail 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 e-mail the spreadsheet to the category manager, Rufus Salotun (rufus.salotun@royalmail.com).

Please confirm, if required, which lots(s) you are interested in bidding for;
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 e-mails in order to participate). Once you have submitted your completed Applicant details spreadsheet) you will be provided with your first e-mail (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 e-mail this site unless instructed to do so). On receipt of your log-on information you will then be sent a SECOND e-mail (within 24 hours Monday to Friday) from RMG@frictionless.com or RMG, Inviting you to Participate in the PQQ [Name of the PQQ event]. 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.
Post office Ltd will also send all organisations full instructions on how to participate in the online PQQ event.
Section III.2 – requests to participate must be made by supplying all of the information which is set out in the PQQ.
This information must be supplied by the date and time specified in IV.3.4 above. The Contracting Authority 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.
Tenders and all supporting documentation for the contract must be priced in British pounds sterling (unless otherwise specified in the contract documents) and written in English.
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.
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. Hence, the most economically advantageous tender may not be automatically selected.
All communications must be made through the contact details at I.1.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Any appeal under this procurement should be addressed to the contact at I.1 above.

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

See VI.4.2

VI.5)Date of dispatch of this notice:10.2.2012