Energy and Water Bureau , Risk Management and Procurement Support Services.
Contract notice - utilities
Services
Section I: Contracting entity
Royal Mail Group Limited
Wheatstone House, Wheatstone Road, Dorcan
For the attention of: Alan Tweed
SN3 5JN Swindon
UNITED KINGDOM
E-mail:
Internet address(es):
General address of the contracting entity: www.royalmailgroup.com/portal/rmg
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)
Section II: Object of the contract
Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: Various locations across the UK.
NUTS code UK
- Lot 1 - Energy bureau and associated services;
- Lot 2 - Energy risk management, procurement and associated services;
- Lot 3 - Water bureau and associated services;
- Lot 4 - Bureau Software Licence and Support services.
RMG reserves the right to merge lots to form packages / abandon specific lots at any stage of this procurement process - more details are given at section VI.3.
79200000, 79418000, 72268000
Tenders may be submitted for one or more lots
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .
Estimated value excluding VAT
Range: between 170 000 and 220 000 GBP
Description of these options: Each contract will have an initial term of three years. RMG reserves the right to extend either contract for up to two further years (either 12 + 12 months or 24months), with a maximum total duration of five years for each contract. The value range shown at II.2.1 above is per annum.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Energy bureau and assocaited services79200000
Range: between 100 000 and 150 000 GBP
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .
79418000
Range: between 50 000 and 100 000 GBP
79200000, 79418000
Range: between 20 000 and 70 000 GBP
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .
72268000
Range: between 5 000 and 15 000 GBP
a) Award Lot 1 and/or Lot 3 and not proceed with Lot 4 or
b) Not proceed with Lot 1 and/or Lot 3 and award Lot 4 .
Section III: Legal, economic, financial and technical information
Description of particular conditions: The selected supplier(s) will be required to actively participate in the achievement of social/ethical/environmental objectives. Accordingly contract performance conditions may relate in particular to social, ethical, environmental or other corporate social responsibility considerations. Further details of these conditions will be set out in the contract documents.
Section IV: Procedure
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
Additional information about electronic auction: An electronic auction (e-auction) may be used to award all or part of the requirements.
Payable documents: no
Section VI: Complementary information
Energy and Water Bureau Risk Management and Procurement Support Services.
1. RMG's energy and water bureau, risk management and procurement support services cover the following requirements:
a)Energy Bureau and associated services - This shall cover invoice validation , M & T reporting and cost recovery ( including retrospective audits) for electricity, natural gas, gas oil, LPG and other heating fuels ;
b) Risk Management Services and procurement support;
c) Water Bureau encompassing invoice validation and data reporting, also to include a pro-active option that includes leak detection, repair services, trade effluent return and retrospective audits (including leak allowance recovery, surface water charge investigations and all other tariff charge both on and off site) and support for water procurement activities;
d) RMG wishes to consider the purchase and use of bureau software by its own staff.
These requirements ( a -d as described above ) have been broken down into four separate Lots as follows:
- Lot 1 - Energy bureau and associated services;
- Lot 2 - Energy risk management, procurement and associated services;
- Lot 3 - Water bureau and associated services;
- Lot 4 - Bureau Software Licence and Support services.
2. RMG intends to conduct the procurement for all four Lots as one overarching project. RMG reserves the right to merge lots to form packages / abandon specific lots at any stage of this procurement process.
3. Bidders are invited to express an interest in one, several or all four Lots. At the tender stage each Bidder will have the opportunity to submit package offers across any combination of Lots (if any) for which it has been shortlisted at the PQQ stage. Package offers may relate to a number of different Lot combinations, however RMG reserves the right to limit at the tender stage the number and/or combination of package offers.
4. RMG may also invite variant bids, in addition to package offers; further details will be set out in the ITN if relevant. RMG reserves the right to limit at the tender stage the number and/or scope of variant bids.
5. For the avoidance of doubt Bidders will be required to submit a base bid, namely a freestanding offer, in respect of each Lot for which it has been shortlisted at the PQQ stage.
6. RMG will conduct an evaluation of all base bids, package offers and variant bids (if applicable). RMG reserves the right to award more than one Lot to a Bidder, including where a package offer is assessed as being the most economically advantageous tender when taken as a whole. The base bids will enable RMG to evaluate each Lot on a freestanding basis, as well as provide a comparator when evaluating the package and/or variant bids. Full details of the bid evaluation methodology will be contained in the ITN.
7. For the avoidance of doubt, in the event that a package offer is established as offering the most economically advantageous tender across the relevant combination of Lots, a bidder which would not have won the contract for a Lot if evaluated independently may in fact win the contract for that Lot in conjunction with the other Lots within that package bid.
8. For the avoidance of doubt, RMG 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.
9. You will not be entitled to claim from RMG any costs or expenses that you may incur in preparing your PQQ Response or as a result of expressing an interest in or otherwise taking part in this procurement process. You must bear all your own costs associated with expressing an interest and/or taking part in this procurement process in all circumstances including (but not limited to) if RMG terminates or abandon the procurement process and/or disqualifies you from the procurement process.
10. The estimated contract values are provided as indications only.
Expression of Interest (EOI) & Pre-Qualification Questionnaire (PQQ)
1. Expression of Interest: - please ensure that you submit an EOI promptly; we would strongly encourage Bidders to submit an EOI before 12th December 2013 so that you can access the PQQ documentation in good time before the PQQ Response Deadline and your details can be populated in the RMG Electronic Sourcing system (E-Sourcing). 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 Spread sheet (Excel file) located on the RMG Website at: http://www.royalmailgroup.com/our-businesses/ukpil/suppliers/contract-opportunities
3. The Applicant Details Spread sheet should be completed with the details of your organisation. Thespread sheet format should not be amended in any way. Mandatory information required to be added to the spread sheet is: Organisation name and telephone number; First name, surname, telephone number and email address of the person who will complete the PQQ. Please also complete as much of the non-mandatory information as possible.
4. Following completion of your Applicant Details Spread sheet, please email the spread sheet to
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 Spread sheet you will be provided with your FIRST email (within 48 hours Monday - Friday) which is a log-on to Esourcing, these log-on details shall arrive via and headed Royal Mail Group RFX (please do not email this site unless instructed to do so). On receipt of your log-on information you will then be sent a SECOND email (within 24 hours Monday to Friday) from or RMG, inviting you to participate in the PQQ. It is at this point that you will be able to fully access the PQQ and start to complete it. Please note: 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, since your access will be denied.
7. Once you are registered on the e-sourcing portal, all further communications relating to the procurement process must be submitted via the e-sourcing portal only.