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=94237&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 more than 1.6 million delivery addresses daily and in excess of 1.7 million customers each week through 1,135 retail Post Offices 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, PrintPost Limited, and The Prize Bond Company Limited and GPO IEC Ltd.

An Post is seeking to enter into a Single Framework Agreement for each of the following Lots: Lot 1: Supply and Delivery of Hardware Point of Sale, Lot 2: Hardware Installation and Lot 3: Merchandising & associated services for a period of 3 (three) years with an option to extend for a further 2(two)

The tender will be divided into LOTs. Interested parties may apply for all LOTs or individual LOTs as appropriate.

While the tender is split into LOTs. The specifications will be open to variant offers and An Post will set out the minimum requirements in the tender documentation.

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 Lower, D01 F5P2, Dublin 1

Contact Telephone No: 01 7058551

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

Deadline for receipt of queries relating to this Questionnaire

Time and Date: Monday 16th November - at 12.00 noon (Irish Time)

Time and date for return of Questionnaire:

Time and Date: Friday 11th December – 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:

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.

Lot 1 Hardware Point of Sale

An Post has a retail network of some 1,130 Post Offices. Each Post Office requires an element of Hardware Point of Sale Materials.

Hardware Point of Sale requirements will include:

A. New Hardware Point of Sale

An Post is currently designing new Hardware Point of Sale for installation in selected Post Offices. The new hardware will include:

1 - Free Standing units and / or

2 - Wall Mounted units

There could also be a requirement for electrical attachments.

Full Production specifications will be supplied at tender stage.

B. Existing Hardware Point of Sale

Additional POS Hardware

The following items may also be required on an ongoing basis. There will be a requirement to supply these materials on a Just in Time basis as required by An Post.

Description

Small Wall Mounted – Display Unit

Small Floor Unit – Double Sided Display unit

Large Wall Unit – Display Unit

Large Floor Unit – Double sided – Display Unit

Light Box – A1 Single Sided

Light Box – A1 Double Sided

Light Box – A0 Single Sided

Light Box – A0 Double Sided

Picture Frame A0

Picture Frame A1

Queue Ropes and Poles

Leaflet Display units

Interest Rate Unit

7 Pocket Dispensers

All units to be supplied with appropriate fittings

Lot 2 Hardware Point of Sale Specialist Installation

An Post will require the Hardware Point of sale to be installed in Post Offices. This may involve some electrical / software engineering requirements.

The Hardware Point of Sale installation lot includes;

• Storage of POS Units

• Survey of Post Office Locations

• Installation of POS units

• Reporting of installation

As there may be a need for some electrical works to be carried out during installation.

Suppliers will need to comply with Health & Safety requirements.

Lot 3 Merchandising

An Post’s retail network of over 1,100 Post Offices require regular updating of Point of Sale (POS) merchandise, with between 10 & 12 visits to Post Offices on an annual basis.

Merchandising Runs

• Type A: 1,130 automated Post Offices Nationwide and Post Boxes

• Type B: Top 650 automated Post Offices Nationwide and Post-Boxes

• Type C: 350 Post Offices and Post Boxes

Post-boxes

Post-boxes merchandising should be considered as part of the merchandising visit to the Post Offices.

Key Requirements

The appointed merchandising supplier will be responsible for

• Placement of An Post merchandise, (Posters, Brochure, Vinyl) in accordance with the merchandising planogram produced by An Post.

• Acceptance of stock from printers / suppliers

• Storage of the stock until required by An Post

• Distribution, and

• Fulfilment by way of a personal visit to a Post Office

• Placement of vinyl POS on Post-boxes

• Reporting of all issues as prescribed by An Post.

In addition the merchandiser may also be responsible for

• Placement of POS hardware, primarily Poster Units (AO, A1) (there may be a requirement for illuminated units)

• Placement of exterior protruding signs at Post Offices.

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. (45% weighting)

3. Manpower, skills and organisation (20%)

4. Relevant Industry, Quality, and Environmental Accreditation, Processes and controls. (15% weighting)

5. Health & Safety (10% weighting)

QUESTIONS:

PLEASE READ EACH QUESTION CAREFULLY AND REPLY AS REQUESTED

1. Please indicate the lots you wish to be considered for.

2. (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 per LOT 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;

• 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

4. (A) Please provide information on any professional industry accreditations / partnerships

(B) 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.

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

Rule: no rule applies.

(D) Are you registered with the Data Protection Commission?

Yes or No.

I. If yes, please provide your Data Protection Registration number:

II. If no, would you be willing to register prior to contract signature and remain registered during the lifetime of the contract with An Post?

III. Under the Data Protection Acts, Data Processors are responsible for ensuring that all data provided by a Data Controller (An Post) is stored securely at all times. Please outline how your company would ensure that the data provided by An Post during this contract would be securely at all times? In your response please outline what is your security policy in relation to the handling and secure storage of Data from An Post and note how you ensure that policy is adhered to

IV. Please outline your processes and procedures for dealing with a breach of this policy or data breach?

V. During the life time any a contract awarded under this Tender, An Post requires the right to audit the service, without notice, to ensure it is data protection compliant. Please confirm that you are in acceptance this requirement?

VI. During the life time any a contract awarded under this Tender, An Post may require the supplier’s assistance about possible data breaches or customer complaints relating to the supplier’s service. Please confirm that you will provide this assistance in a timely manner and at no charge to An Post.

VII. Please confirm that if awarded the contract under this Tender, you agree not to use An Post data for any other purpose for gain or otherwise, without An Post written consent.

VIII. Please confirm and acknowledge that An Post has the right to cease any contract or purchase order awarded under Tender for data breaches or unsatisfactory Data Protection compliance. Please confirm your acceptance of this requirement

6. (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

(A) 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 A – C 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