Tender: Chesterfield: clothing, footwear, luggage articles and accessories
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UK-Chesterfield: clothing, footwear, luggage articles and accessories
2009/S 202-290857
CONTRACT NOTICE
Supplies
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S):
Address: Organisation: Post Office Limited,
Royal Mail Group Procurement, BG24, Rowland Hill House, Boythorpe Road
, Contact: Clare Babe, Country code: UK-Chesterfield Postal code: S49 1HQ. Tel. +44 1246547199. E-mail: clare.babe@royalmail.com. Fax +44 1246546215.
Internet address(es):
General address of the contracting authority: http://www.royalmailgroup.com.
Address of the buyer profile: http://www.postoffice.co.uk/portal/po.
Further information can be obtained at: As in above-mentioned contact point(s).
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s).
Tenders or requests to participate must be sent to: As in above-mentioned contact point(s).
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES:
Other: Postal Authority.
Other: UK Postal Administration.
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:
A Fully Managed Service for the Manufacture, Supply, Distribution and Management of Post Office Limited Careerwear.
II.1.2) Type of contract and location of works, place of delivery or of performance:
Supplies.
Purchase.
Main place of delivery: Throughout the United Kingdom (including Northern Ireland).
NUTS code: Location: "UNITED KINGDOM">UK.
II.1.3) The notice involves:
A public contract.
II.1.4) Information on framework agreement:
II.1.5) Short description of the contract or purchase(s):
The supply and management of Careerwear to Post Office Limited. To include Crown Offices, Sub Offices, Franchisees and the Cash in Transit (CIT) Operation. Also included are 75 WH Smith branches who will require supply of careerwear for approx. 3 years from commencement of contract. The Supplier will be expected to migrate and seamlessly maintain the supply of the current careerwear range for a period of 2 years from commencement of the contract. During that time the Supplier will be expected to present design concepts for a replacement range and implement the new range in Year 3 of the contract. The ability to provide a secure on-line ordering system for end users will be key as will the ability to take payment through a secure web based method. The funding of careerwear to Crown Offices will be provided via Purchase Orders and funded directly by Post Office Limited. Sub offices and Franchisees are encouraged to wear the Careerwear and will purchase items, directly via the online site, using their own funds.
The wearer profile currently comprises:
Crown Offices - Compulsory wearers - 8,000 personnel - 60 % Female, 40 % Male across 373 branches. Exchanges are approx. 10 % of the tender requirement. All full time staff are currently issued with the following careerwear, with a replacement cycle of two years (part time workers get a pro-rata allowance):
Ladies entitlement:
1 Jacket or piece of Knitwear, 2 pieces of Knitwear, 3 Skirt/Trouser combination, 5 Blouse combinations, 1 Belt, 1 Scarf, Maternity wear(2 skirt/trouser combination, 3 blouses and 6 metre lengths of fabric to make ethnic garments as appropriate.
Men's entitlement:
1 Jacket or piece of Knitwear or 2 pieces of Knitwear, 3 Trousers, 5 Shirt combinations, 1 Belt, 2 Ties
Staff Turnover is currently approx. 10 %.
Sub Offices and Franchisees - 58 400 registered assistants across 12 000 offices. These staff are non-compsulsory wearers and are required to pay for any careerwear personnally. There are an average of 2 to 3 staff per office, 60 % Female, 40 % Male.
POL CIT staff (compulsory wearers)- 1000 wearers. POL CIT require an element of Personal Protective Equipment (PPE) Clothing, currently comprising High Visibility Waistcoats, All weather coats and Leggings. There may also be a requirement to source and supply bespoke body armour (anti-ballistic) and stab proof vests.
The Supplier will provide sufficient management information on a regular basis to enable POL to assess the performance of the operation. This information will be used to monitor the Service Levels and Ethical Standards agreed between the two parties as part of the Contract. Supplier will deal with all queries received from POL offices (Crown, Sub and Franchise) and have comprehensive business continuity procedures in place to deal with issues of loss or disaster.
Under the terms of any contract awarded, the supplier will be obliged at the option of Post Office Limited to supply additional Careerwear and Workwear to meet the changing needs of the Business during the lifetime of the contract.
II.1.6) Common procurement vocabulary (CPV):
CPV code: "Clothing, footwear, luggage articles and accessories">18000000 , CPV code: "Occupational clothing, special workwear and accessories">18100000 , CPV code: "Occupational clothing">18110000 .
II.1.7) Contract covered by the Government Procurement Agreement (GPA):
Yes.
II.1.8) Division into lots:
No.
II.1.9) Variants will be accepted:
Yes.
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope:
Section One - Design, Manufacture of Careerwear.
Section Two - Warehousing and Sales incl. Customer Service.
Section Three - Distribution to end user.
Estimated value excluding VAT: 6 500 000 GBP.
II.2.2) Options:
Yes.
Description of these options: The contract is intended to be for an initial 3 year term. Post Office Limited under the terms of any contract awarded will have the right to:
1) Extend the contract for an additional period of up to 2 years beyond the initial 3 year term; and
2) procure additional Careerwear and Workwear from the supplier as necessary to meet changing business needs.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION:
Starting: 1.10.2010. Completion: 30.9.2013.
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.1) Deposits and guarantees required:
Parent Company or other guarantees may be required in certain circumstances. See contract documents.
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them:
See Contract documents.
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). For details of requirements for consortia please refer to the PQQ.
III.1.4) Other particular conditions to which the performance of the contract is subject:
Yes.
A form of Contract will be part of the Invitation to Tender (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 requirements are met: Applicants will be required to complete a pre-qualification questionnaire (PQQ). This is available from the buyer profile address in I.1 above and must be completed by 12 noon on 25.11.2009.
III.2.2) Economic and financial capacity:
Information and formalities necessary for evaluating if requirements are met: See PQQ.
Minimum level(s) of standards possibly required: See PQQ.
III.2.3) Technical capacity:
Information and formalities necessary for evaluating if requirements are met:
See PQQ.
Minimum level(s) of standards possibly required:
See PQQ.
III.2.4) Reserved contracts:
No.
III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1) Execution of the service is reserved to a particular profession:
III.3.2) Legal entities should indicate the names and professional qualifications of the 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: 5. Maximum number: 10
Objective criteria for choosing the limited number of candidates: POL will evaluate the completed PQQ by first applying any grounds for exclusion (as set out in Section A of the PQQ).
Candidates who successfully pass this first stage will then be evaluated against the criteria of economic/financial capacity (Section B of the PQQ) and technical capacity and expertise (Section C of the PQQ) and the highest scoring candidates will be selected to proceed to the Invitation To Tender (ITT) stage.
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) An electronic auction will be used:
Yes.
An electronic auction (e-auction) may be used within the award process.
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:
No.
IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document:
Time limit for receipt of requests for documents or for accessing documents: 25.11.2009 - 12:00.
Payable documents: no.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
25.11.2009 - 12:00.
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) THIS IS A RECURRENT PROCUREMENT:
No.
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS:
No.
VI.3) ADDITIONAL INFORMATION:
As Post Office Ltd is a Royal Mail Company, candidates can access the Information Memorandum/PQQ through Royal Mail Group's e-Sourcing Portal. Candidates are required to supply their company details before being issued with log-on details. Please email any requests for log-on details to clare.babe@royalmail.com and a member of the e-Sourcing support team will contact you to arrange this. Any requests for information/clarification should be submitted via the e-Sourcing portal unless related to the use of the Portal. In this case, queries should be submitted to Clare Babe via the e-mail address clare.babe@royalmail.com.
Section III.2 - Requests to participate must be made by supplying all of the information which is set out in III.2 above and 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 under III.2 above 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 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. The most economically advantageous or any tender will not automatically be accepted.
All communications must be made through Clare Babe, Procurement Manager, Group Procurement.
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures:
Address: Organisation: see VI.4.2 below.
VI.4.2) Lodging of appeals:
Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 (information about contract award procedures and the application of the standstill period prior to contract award) and Regulation 47 (Enforcement of obligations) of the Public Contracts Regulations 2006.
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:
Address: Organisation: see VI.4.2 above.
VI.5) DATE OF DISPATCH OF THIS NOTICE:
16.10.2009.
