Internet address(es):
Address of the buyer profile: http://irl.eu-supply.com/ctm/Supplier/CompanyInformation/Index/391
Electronic access to information: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=88910&B=ETENDERS_SIMPLE

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)

Services

NUTS code

The notice involves the establishment of a framework agreement

Framework agreement with a single operator

Duration of the framework agreement
Duration in years: 3

Justification for a framework agreement, the duration of which exceeds four years: 

This contract is divided into lots:  no

An Post Pre-Qualification Questionnaire

INTRODUCTION:

An Post, established in 1984, operates the National Postal Service, along with an array of money transmission, savings and retail services throughout Ireland. In addition, An Post provides agency services for Government Departments and other bodies.

As a national service provider, An Post services over one million delivery addresses daily and in excess of 1.7 million customers each week through 1,161 retail Post Office outlets nationwide. An Post has an annual turnover in excess of €800 Million.

The An Post group includes a number of subsidiaries and associated companies including One Direct, Postpoint, An Post Billpost Processing Services Limited, Post Consult International Limited, PrintPost Limited, and The Prize Bond Company Limited and GPO IEC Ltd.

An Post is seeking to enter into a Single Party Framework Agreement with one provider for a period of three (3) years with an option to extend for a further two (2) to meet its requirements for Event Management.

Interested parties should have demonstrated capability and experience in the specialist areas to meet the requirements and tight deadlines that are associated with these services/ requirements.

Where reference is made to any brand name or proprietary product or service this is for reference purposes only and should be interpreted to be accompanied by the words, “or equivalent”.

Any volumes contained in this notice are indicative only and An Post reserves the right to change volumes in accordance with ongoing operational requirements.

A conflict of interest includes any factor such as the supply of similar services to clients or relationship which could affect the ability of your organisation, its agents, employees or subcontractors to deliver the work as specified whether arising through personal interest, current or prospective contractual obligations or any other activity or association.

GENERAL INSTRUCTIONS:

All potential applicants MUST complete all questions and provide all the requested Information to participate in this pre-qualification process. Applicants must comply with all rules following each question in order to qualify for participation in this tendering opportunity.

An Post Contact Information

Contracting Entity: An Post

Contracting Entity Address: GPO, O’Connell Street, Dublin 1

Contact Name: Noelle Kenneally

Contact Address (if different from Contracting Authority):

Procurement,

4B

GPO

O’Connell Street, Dublin 1

Contact Telephone No: 01 7058551

Contact Email Address: All communications must be submitted via e-tenders

Time and date for return of Questionnaire:

Time and Date: 6th July - at 12.00 noon (Irish Time)

Deadline for receipt of queries relating to this Questionnaire

Time and Date: 12th June - at 12.00 noon (Irish Time)

PLEASE NOTE:

Failure to provide all the requested information as outlined in each question may disqualify you from this process and in some cases will disqualify your response.

All answers to be provided on line via the etenders system. Where support documentation is requested, it must be submitted with the fully completed questionnaire via etenders only by the date and time indicated in this questionnaire.

SUMMARY OF REQUIREMENTS:

Below are the main events to be covered under this agreement

1 – The An Post Smart Marketing Awards – May

One of An Post key events would be The Direct Marketing Awards. The An Post Direct Marketing Awards recognise and celebrate the best in Irish Direct Marketing. The Awards reward excellence achieved through exceptional return on investment, outstanding results, inspiring innovation and cut-through creativity. And they are the industry’s major night of the year.

A key role for the Event Management agency will be to uphold the integrity of the awards by handling all entries, preparing and archiving for judging. This is a formal, confidential process. Entries are submitted directly into the Event Management agency, who then record entries, handle and chase award entry monies, code entries by category, and ensure entry forms meet criteria, including removing Agency references before judging.

An Post announces the shortlist, and the Event Management agency calls shortlisted Agencies to encourage them to buy tickets and tables. In addition to this, it is expected that the Event Management agency calls Agencies before the Entry Deadline to encourage submission.

The Event Management agency is responsible for collecting and chasing all monies for entries and tables.

An Post’s Direct Marketing Agency, is tasked to work on the creative brief for the Awards which includes all communications materials, direct mail, press ads, website, emails, tickets, menu design. The Event Management agency needs to develop the drinks reception, food/menu, set design, lighting, audio visual, MC and entertainment.

The Awards announcements run throughout the dinner to ensure the event is kept moving and to ensure the audience do not lose interest. The task of the Event Management agency is to ensure that the MC is briefed, that the Op’s desk is briefed on the running order alongside all other suppliers. It’s critical that the AV is played at the right time and that the film crew are capturing footage of the winners.

2 – The Grow My Business SME events: Dublin and Country location in end Q3/Q4 annually

Held in a city centre hotel location, usually in Cork City and Dublin however this is subject to change, this event invites small business owners to come and hear form inspirational speakers and business success stories. It is a new event, so momentum is still growing, we had about 100 delegates in Dublin and Cork last year and we are growing the relationship with the Cork Chamber. An MC would have to be provided.

3 - Ad-hoc support for industry events we host – registration staff, signage, props

4 – Potential high value customer/product product events/launches

ANY VOLUMES QUOTED FOR ALL THE ABOVE ARE APPROXIMATE AND MAY BE SUBJECT TO UPWARD OR DOWNWARD REVISION IN LINE WITH REQUIREMENTS.

Potential suppliers must demonstrate that they have required flexibility, capacity, competencies and suitable resources available to meet requirements.

PLEASE NOTE: RESPONSES SHOULD BE AS ACCURATE AND CONCISE AS POSSIBLE.

NO ATTACHMENTS TO THIS QUESTIONNAIRE WILL BE ACCEPTED. AN POST RESERVES THE RIGHT TO WITHDRAW FROM THE TENDER PROCESS AT ANY TIME AND WITHOUT ANY LIABILITY.

Potential suppliers will be evaluated on the basis of the following criteria:

1.Overall relevant company strength, capability and specialisation. (10% weighting)

2.Overall demonstrated capability in this field as witnessed by providing examples of 3 current/recent client contracts covering relevant services, and scope similar to lot being applied for. (40% weighting)

3.Manpower, skills and organisation (30%)

4.Relevant Industry, Quality, and Environmental Accreditation, Processes and controls. (10% weighting)

5.Health & Safety (10% Weighting )

QUESTIONS:

PLEASE READ EACH QUESTION CAREFULLY AND REPLY AS REQUESTED

1. (A) Describe the company structure

(B) Provide Ownership Details and details of operational locations

(C)Provide information annual Sales Turnover & Profitability for previous 3 financial years (2012, 2013 and 2014).

o Rule: must demonstrate turnover of €500,000 and operation with a profit in one of the last three years.

(D) Degree of specialisation in the relevant fields of this PQQ.

o Rule: must demonstrate operation within the subject matter being applied for.

(E) An Post will require all participants invited to tender to hold the following minimum levels of insurance during the life-time of any contract awarded for these services; €13m Employers Liability and €6.5m Public & Product Liability and €5m Professional Indemnity

Insurance.

(F) Do you currently have insurance cover meeting these levels?

Minimum Levels of Insurance Please indicate Yes/No

Employers Liability: 13m

Public & Product Liability: €6.5m

Professional

Indemnity: €5m

Please note that shortlisted suppliers invited to tender stage of the process will be required to submit current insurance certificate confirming these levels. Failure to provide a valid insurance certificate may disqualify you from this process.

(F) If you have indicated ‘no’ to all or any of the minimum insurance levels outlined above, would you be willing to secure this level of insurance if awarded a contract to provide these services to An Post at your own expense and with no charge to An Post?

Yes / No

2. Please provide 3 of your most relevant examples of current clients when you are responding to below.

Rule: Must demonstrate 3 previous relevant contracts, one of which must have been with a large complex organisation of the scale of An Post.

(i) Client name

(ii) Scope and brief description of relevant services provided (please provide details relating to each LOT

(iii) Approx. value of contract

(iv) Term of contract (start/end dates)

(v) What aspects you directly provided and what was subcontracted

(vi) Reference details: Company Name, Contact Name, Position Held and Contact Number and Email.

(vii) How this contract is comparable with the lot being applied for.

3. Based on the requirements please provide detail of the following:

Rule: Must demonstrate access to appropriate skills sets whether in-house or via sub-contractors.

(A) Relevant resource numbers, technical skills and number of years experience of resources proposed.

Please provide:

• Total number of employees;

• Overview of organisational structure.

• Relevant skills and numbers of personnel available under each skill set this should include management, account management and technical skills.

• Average number of years with organisation for each skill set.

(B) Please provide details of the following:

1. Customer service and quality control procedures

2. Reporting structures

(C) If subcontracting all or part area’s please provide specific details – please provide information on skills as requested above and the exact proposed role of any sub-contractor.

4. (A)Please provide information on any quality assurance systems in place, whether 3rd party certified or in-house and how these are applied to contracts of this nature.

Rule: must demonstrate quality systems are operational, however they do not have to be 3rd party certified, good in-house systems are a minimum.

(B)Please provide information on environmental policies, if any.

Rule: no rule applies.

5. (A) Do you have a Safety Statement?

Pass/ Fail Question

Please be aware, you will be scored on the key assessment areas for Safety outlined below;

• Safety Statement must be current and up to date (Incl. Company safety policy must be current, signed and dated).

• Safety Statement must identify hazards and associated Risks relevant to the work activity being carried out

• All relevant legislation must be identified

• Safety Statement references how safety and health of employees is managed

• Plans and procedures for emergencies or serious danger is outlined

• Statement references names and or job titles of people responsible for safety and health

• Reviewed in the last 12 months

• Safety Management System details provided

RESPONSE:

(Yes/No)

Rule: You must provide a copy of this Statement with your response for assessment. Failure to comply with this requirement will disqualify you from this process. Please provide a list of any applicable standard operating procedures within your company’s health and safety system.

Rule: Failure to score on any of the key assessment areas above will eliminate you from further assessment in this PQQ

(B) Do you have a Safety Management System?

RESPONSE:

(Yes/No)

(C) Is your system a recognised accredited system?

RESPONSE:

(Yes/No)

Rule: You must respond to all Questions 1 - 3 above. If your system is a recognised accredited system, you must provide a copy of your current Certificate with your response for assessment.

Options: no

This contract is subject to renewal: no

The performance of the contract is subject to particular conditions: no

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Negotiated

Some candidates have already been selected (if appropriate under certain types of negotiated procedures):  no

An electronic auction will be used: no

Payable documents: no

EN

This is a recurrent procurement: no

The contract is related to a project and/or programme financed by European Union funds: no