Quantity or scope
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 1 600 000 delivery addresses daily and in excess of 1 700 000 customers each week through 1 135 retail Post Offices nationwide. An Post has an annual turnover in excess of 800 000 000 EUR.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 Lot's for a period of 3 years with an option to extend for a period up to a further 2 years.— Lot 1: Supply of Enterprise Equipment — Servers, Storage, PC's, Laptops, Printers and related Software;— Lot 2: Maintenance of Enterprise Equipment — Servers, Storage, PC's, Laptops, Printers and related SoftwareThe 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.Any cloud services required by An Post will be the subject of a separate 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:— Lot 1: Supply of Enterprise Equipment — Servers, Storage, PC's, Laptops, Printers and related Software.All computer equipment and software solutions that might be required in a modern and growing enterprise-class computer environment including Servers, PCs/Laptops, Storage, Printers, Virtualisation, other miscellaneous IT Hardware and Relevant Software, and all related peripherals/accessories.— Lot 2: Maintenance of Enterprise Equipment — Servers, Storage, PC's, Laptops, Printers and related Software.Support and Maintenance Services including Hardware and Equipment Maintenance, System Software Maintenance, Technical Support Services, Technical Professional Services, Installation and Decommissioning services, Support for Specialist Hardware Solutions and Applications.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: +353 17058551.Contact Email Address: All Communications must be submitted via e-tenders.Deadline for receipt of queries relating to this Questionnaire.Time and Date: 11.12.2015 at 12:00 noon (Irish Time).Time and date for return of Questionnaire:Time and Date: 8.1.2016 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 (40 % weighting);3. Manpower, skills and organisation (20 %);4. Relevant Industry, Quality, and Environmental Accreditation, Data Protection and Processes and controls (10 % weighting);5. Health and Safety (10 % 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 and Profitability for previous 3 financial years (2012, 2013 and 2014);o Rule: must demonstrate turnover of 1 000 000 and operation with a profit in 1 of the last 3 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; 13 000 000 EUR Employers Liability and 6 500 000 EUR Public and Product Liability and 5 000 000 EUR Professional Indemnity.Insurance.(G) Do you currently have insurance cover meeting these levels?Minimum Levels of Insurance Please indicate Yes/No.Employers Liability: 13 000 000.Public and Product Liability: 6 500 000 EUR.Professional.Indemnity: 5 000 000 EUR.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 and 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 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 toIV. 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 requirement5. (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.1