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
Section I: Contracting authority
Post Office Ltd
148 Old Street
Contact point(s): Louise Clark
For the attention of: Louise Clark
EC1V 9HQ London
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)
Section II: Object of the contract
Service category No 11: Management consulting services  and related services
Main site or location of works, place of delivery or of performance: UK & NI.
NUTS code UK
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),
— 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.
Estimated value excluding VAT: 4 500 000,00 GBP
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.
Section III: Legal, economic, financial and technical information
Description of particular conditions: Conditions to be set out in the contract to be sent out with the ITT.
Minimum level(s) of standards possibly required: Please see PQQ.
Please see PQQ.
Minimum level(s) of standards possibly required:
Please see PQQ.
Section IV: Procedure
Section VI: Complementary information
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 email@example.com 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:
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 firstname.lastname@example.org
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.
Any appeal in relation to this procurement process should be addressed to the contact point at I.1 above.
VI.5)Date of dispatch of this notice:14.11.2012