Supply of Refrigeration and Air Conditioning for Royal Mail

Supply of Refrigeration and Air Conditioning for Royal Mail

Royal Mail Group is seeking expressions of interest for supply only or supply and installation of refrigeration, cooling and air-conditioning systems to replace the existing units which contain the ozone-depleting refrigerant gas (R22). UK-London: installation work of refrigeration equipment

2012/S 49-080644

Contract notice – utilities

Supplies

Directive 2004/17/EC

Section I: Contracting entity

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

Royal Mail Group
100 Victoria Embankment
For the attention of: Rufus Salotun
EC4Y 0HQ London
UNITED KINGDOM
Telephone: +44 2074414486
E-mail: rufus.salotun@royalmail.com

Internet address(es):

General address of the contracting entity: http://www.royalmailgroup.com

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:

FGAS_Replacement of ozone depleting refrigerant gases (R22).
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
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: 6
Duration of the framework agreementDuration 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 2 000 000,00 GBP

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

Royal Mail Group is seeking expressions of interest for supply only or supply and installation of refrigeration, cooling and air-conditioning systems to replace the existing units which contain the ozone-depleting refrigerant gas (R22) in order to comply with statutory UK Fluorinated Greenhouse Gas Regulations (2000) and the Kyoto Protocol by December 2015. This covers all Royal Mail Group business units in the UK.
Royal Mail Group reserves the right not to include installation in the final framework award and/or any subsequent mini competitive call offs.
Royal Mail Group is unique in reaching everyone in the UK through its mails, post office and parcel businesses. RMG is a key component of the UK’s economic and social infrastructure, providing services to private individuals, companies and communities.
Royal Mail Group is the sole provider of the UK’s universal service, at some of the lowest prices in Europe. Every working day, the business processes and delivers around 62 000 000 items to 28.8 million UK addresses.
Each year, its European and UK parcels businesses – general logistics systems (GLS) and Parcelforce Worldwide – handle some 423 000 000 parcels. In 11,820 Post office branches, it serves around 20 000 000 customers every week.
Key facts.
— RMG is the only UK postal services operator to have achieved carbon trust standard certification,
— More than three-quarters of all direct marketing material is now recycled,
— RMG now recycles 46 % of its waste,
— There are over 500 environment champions to help us reduce our impacts,
— RMG operates from 1 371 delivery offices and 59 mail centres. As part of its modernisation programme, 12 mail centres have been consolidated and have plans to consolidate a further 16 in order to improve efficiency.
An electronic auction (e-auction) may or may not be used to award all or part of the requirements.
II.1.6)Common procurement vocabulary (CPV)

45331231

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: 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:

Royal Mail Group is seeking expressions of interest for supply only or supply and installation of refrigeration, cooling and air-conditioning systems to replace the existing units which contain the ozone-depleting refrigerant gas (R22) in order to comply with statutory UK Fluorinated Greenhouse Gas Regulations (2000) and the Kyoto Protocol by December 2015. This covers all Royal Mail Group business units in the UK.
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 2 000 000 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 2 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: After an initial 2 years contract period there will be an option to extend for 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 suppliers 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: Participants must have a minimum 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.
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 or may not 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

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

16.4.2012 – 12:00
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 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 detail scan 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 24hours 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.
Please note that an electronic auction (e-auction) may or may not be used to award all or part of the requirements.

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:8.3.2012