Tender for Post Office Crown Transformation Programme

Tender for Post Office Crown Transformation Programme

The works, and fundamental areas of concern, which will fall under the project management of this Transformation Programme include, though are not limited to: Managing the revised internal customer layout to meet blueprint adjacencies, Removal of fortress counters and introduction of open plan working,
Creation of private consultation rooms, Introduction and implementation of new posting, ATM and identity technology.

UK-London: construction project management services

2012/S 222-366237

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Post Office Ltd
148 Old Street
Contact point(s): Louise Clark
For the attention of: Louise Clark
EC1V 9HQ London
UNITED KINGDOM
E-mail: louise.clark@postoffice.co.uk

Internet address(es):

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

Address of the buyer profile: http://www.postoffice.co.uk/

Electronic access to information: http://www.royalmailgroup.com/our-business/ukpil/suppliers/contractopportunities

Electronic submission of tenders and requests to participate: http://www.royalmailgroup.com/ourbusiness/ukpil/suppliers/contractopportunities

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

Post Office Crown Transformation Programme.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: UK & NI.
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 seeking an Applicant to provide Project Management services for the Crown Branch Transformation Programme (CTP); a 2 year agreement with opportunity to extend for a further 2 years to perform BAU activity in this arena.
There are currently 370 Crown Offices nationwide, these are the largest and busiest Post Office branches located in high street locations across the UK, including Northern Ireland and the Scottish Isles.
This Transformation Programme will address 300 of the 370 Crown Branches across our network.
The Crown Branches on the high street are:
— Directly owned and managed by Post Office,
— A mixture of freehold and leasehold properties,
— Open plan and fortress layouts,
— A mix of modern and old fashioned buildings,
— Both main street and shopping mall locations.
Most of the Crown Branch Network was refurbished in the last programme which was undertaken 2008 / 2009.
The branch sizes vary from 5 to 18 counter positions, and in terms of square footage, they can be anything from 40 to 800 sq/m. The average floor area in a Crown Branch is 230 sq/m.
Post Office is currently piloting a number of branches with the Blueprint Model, with a further three pilots scheduled for early 2013.
Branch Scope of Works.
The works, and fundamental areas of concern, which will fall under the project management of this Transformation Programme include, though are not limited to:
— Managing the revised internal customer layout to meet blueprint adjacencies,
— Removal of fortress counters and introduction of open plan working,
— Creation of private consultation rooms,
— Introduction and implementation of new posting, ATM and identity technology,
— Creation of dedicated mail areas including retail and posting facilities,
— General redecoration, new flooring etc,
— New Point of Sale material and internal signage, graphics etc,
— Upgraded customer area lighting,
— New style branch customer entrances,
— New shop-fittings including writing desks, retail bays, counters etc,
— All works must be undertaken on a phased and / or out of hours basis.
The CTP requires careful project management to ensure that subcontractors are effectively managed, deadlines and budgets are met, and business as usual is not affected – all branches must remain trading throughout their phase of works.
The major areas of focus for the Project Management supplier will include, though are not limited to:
— Branch by branch design and specification (Building and M&E),
— Branch by branch cost evaluation against budget and model,
— On-site project management,
— Supplier Management (KPI’s to be defined and agreed),
— CDMC,
— Landlord planning consent and building regulations (where required),
— Cost reporting and management,
— Close liaison with Post Office Operational Management Team,
— Snagging monitoring to ensure prompt close-out and issue resolution.
The main building contractors which will need to be effectively managed under this CTP will be appointed on a regional / national basis following a separate OJEU tender exercise.
II.1.6)Common procurement vocabulary (CPV)

71541000, 72224000

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:

The total value of the services is expected to be up to 4 500 000 GBP over the entire duration of the contract. (for the avoidance of doubt, the contract value over the initial 2 years is estimated to be 4 000 000 GBP and up to a further 500 000 GBP for the 2 year extension of the contract.
Estimated value excluding VAT: 4 500 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will have an initial term of 2 years. Subject to the outcomes of regular performance reviews during the term of the contract, Post Office will have the option to extend the initial term for a further 24 months to cover ongoing project management and business as usual services on a smaller scale i.e. branch relocations, moves, closures.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Starting 1.4.2013. Completion 31.3.2017

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 as set out in the contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See terms of contract to be issued with the ITT.
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 may specify that the consortium takes 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: Conditions to be set out in the contract to be sent out with 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: Please see PQQ.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see PQQ.
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:
Please see PQQ.
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

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

Envisaged number of operators: 6
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:

CTP1112
IV.3.2)Previous publication(s) concerning the same contract

no
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

17.12.2012 – 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

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

Please read all of the following information carefully.
1. Expression of interest:
— Please ensure that you submit an electronic expression of interest promptly so that your details can be populated in the Royal Mail Group Electronic Sourcing system (eSourcing). 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-businesses/ukpil/suppliers/contract-opportunities

Please note that if you represent a consortium, please contact louise.clark@postoffice.co.uk for further instruction 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 completing the PQQ;
Surname of the person completing the PQQ;
Contact number for the person completing the PQQ;
Email address of the person completing the PQQ.
Please also complete as much of the non-mandatory information as possible.
4. Following completion of your applicant details spreadsheet, please email the spreadsheet to louise.clark@postoffice.co.uk

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 spreadsheet you will be provided with your first email (within 48 hours Mon-Fri) which is a log-on to eSourcing. These log-on details shall arrive via RMG@frictionless.com and headed Royal Mail Group RFX. NB. Please do not email this site unless instructed to do so. On receipt of your log-on information, you will be sent a second email (within 24hrs Mon-Fri) from RMG@frictionless.com or RMG, inviting you to participate in the PQQ for the Post Office Crown Transformation Programme. It is at this point that you will be able to fully access the PQQ and start to complete it.

7. The PQQ will close as noted in IV.3.4
NB. 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, as your access will be denied.
8. Post Office Ltd may require suppliers to supplement or clarify information submitted in the PQQ and may also undertake its own audit of the supplier to verify the information provided.
9. Tenders and all supporting documentation for the contract must be priced in sterling (unless otherwise specified in the contract documents) and written in English.
10. 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.
11. 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 tender will not automatically be accepted.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Any appeal in relation to this procurement process should be addressed to the contact point at I.1 above.

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Any appeal in relation to this procurement process should be addressed to the contract point at 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:14.11.2012