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=96271&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)

Supplies

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: 

Estimated total value of purchases for the entire duration of the framework agreement
Frequency and value of the contracts to be awarded:

This contract is divided into lots:  no

PRE-QUALIFICATION QUESTIONNAIRE

FOR

AN POST TENDER 1602 COMPUTER CONSUMABLES &

ASSOCIATED SERVICES

ETENDERS RFT REFERENCE NO. 102773

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 1,130 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 Post Insurance, 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 Party Framework Agreement for each of the following Lot’s for a period of 3 (three) years with an option to extend for a period up to a further 2 (two) years.

Lot 1: Customised Printer Rolls

Lot 2: Ink Jet Black Cartridges & Thermal Printer Cleaning Cards for Epson Printers.

Lot 3: Toners for Ricoh & HP Printers & Post Office Counters Equipment Cleaning Supplies

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

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

An Post reserves the right to discontinue all or part of this process at any time.

An Post reserves the right to conduct an e-auction for one or more of the Lots included in this Tender.

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.

CONSORTIA/GROUPINGS

If the applicant is a consortium or grouping of members, the applicant must disclose any commercial and/or legal relationship amongst its members and any agreements giving effect to same.

In the case of the Applicant being a grouping, An Post will evaluate the group members as a whole using the selection criteria outlined in this PQQ document.

SUMMARY OF REQUIREMENTS:

The following outlines a summary of the requirements in each lot.

Lot 1: Customised Printer Rolls

1. Supply of Customised printer Rolls

1. Post Office Roll - 76mm width x 76mm depth x 12.7mm core Single Ply Receipt Rolls. 60GSM White Bond Paper. Each Roll to be 61 metres in length with light pink line at final 18 inches (type on this line should be readable) to indicate need to insert a new roll.

2. Postal Agencies Roll - 79mm width x 79mm depth x 12.7mm core Single Ply Receipt Rolls. 55GSM Thermal White Paper. Each Roll to be 80 metres in length with light pink line at final 18 inches (type on this line should be readable) to indicate need to insert a new roll.

3. PostPoint Outlets Rolls - 57mm width x 40mm depth

x 12.7mm core Single Ply Receipt Rolls. 55GSM Thermal White Paper. Each Roll to

be 18.2 metres in length with light pink line at final 18 inches (type on this line should be readable) to indicate need to insert a new roll.

2. Storage and Distribution

1. Post Office Roll - Despatched weekly to Post Offices

2. Postal Agencies Roll - Rolls to be despatched annually

3. PostPoint Outlets Rolls - Rolls to be despatched daily

3. Advertising on Rolls

Advertising on back of rolls – all 3 types of rolls listed above will require 4 colour minimum advertising on the back of each roll. Advertising will change quarterly for Post Offices & Postpoint Rolls & yearly for Postal Agency Rolls.

Lot 2: Black Ink Cartridges & Thermal Printer Cleaning Cards

1. Supply of Black Ink Cartridges

1. Black Printer Ink Cartridge for an Epson TM-J7500P Printer

2. Thermal Printer Cleaning Card (2“/51mm) for an Epson J7500P Printer

2. Storage and Distribution

1. Black Printer Ink Cartridge - Despatched weekly to Post Offices

2. Thermal Printer Cleaning Card- Despatched weekly to Post Offices

Lot 3: Toner Cartridges & Post Office Counters Equipment Cleaning Supplies

1. Supply of Toner Cartridges

1. Post Offices – Black Toner Cartridges for Ricoh Aficio FX 200 Photocopier & Ricoh Aficio SP3400 & 3500 Photocopiers.

2. Company Offices – Various types of toners to be placed on an Internal Catalogue for employees to order as required. This catalogue could consist of up to or exceeding 100 toners for HP Printers.

3. Post Office Counters Equipment Cleaning Supplies – will consist of Screen Clean, Foam Clean & Cleaning Tissues / Cloths

Post Office Counters Equipment Cleaning Supplies

1130 Post Offices - Post Office Counters Equipment Cleaning Supplies.

Cans of 200ml Screen Clean will be required yearly.

Cans of 400ml Foam Clean will be required yearly.

Packets of Cleaning Tissues/Cloths will be required yearly.

2. Storage and Distribution

Post Office Counters Equipment Cleaning Supplies - Despatched weekly to Post Offices

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: 15th February- at 12.00 noon (Irish Time)

Time and date for return of Questionnaire:

Time and Date: 7th March – 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.

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

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. (20% 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, Data Protection and Processes & controls. (15% weighting)

QUESTIONS:

PLEASE READ EACH QUESTION CAREFULLY AND REPLY AS REQUESTED. PLEASE INDICATE THE LOTS YOU WISH TO BE CONSIDERED FOR.

1. Overall relevant company/ consortium / grouping strength, capability and specialisation.

(A) Describe the company/ consortium / grouping 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.

In the case of a consortium / grouping the T/O and profitability of each member should be outlined in separate tables as set out below:

2012 2013 2014

Turnover

Profitability

(D) If a consortium / grouping is being proposed please detail the commercial and legal relationship amongst its members. Please advise in detail if/ where the proposed members have worked together previously to deliver similar solutions.

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

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

(F) 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

(G) 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. 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. Please provide 3 of your most relevant examples of current clients per LOT when you are responding to below.

In the case of a consortium / grouping 3 combined examples or 3 examples for each group member must be provided for each lot.

(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. Manpower, skills and organisation

Based on the requirements please provide detail of the following:

Rule: The company / consortium / grouping 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. Relevant Industry, Quality, and Environmental Accreditation, Data Protection and Processes & controls.

(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 secure 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 of any 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 with this requirement?

VI. During the life time of any 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

Estimated cost excluding VAT: 1  EUR

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: yes

Additional information about electronic auction: To be decided

Payable documents: no

This is a recurrent procurement: no

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