Provision of Mobile Handsets and Associated Services

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 over 1 600 000 delivery addresses daily and in excess of 1 700 000 customers each week through 1 135 retail post office outlets 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, 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 1 provider for a period of 3 years with an option to extend for a further 2 to meet its requirements for the sourcing and fulfilment of mobile handsets and associated services.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: Geraldine Donnelly.Contact Address (if different from Contracting Authority):Procurement, 4B GPO, O'Connell Street, Dublin 1.Contact Telephone No: +353 17058250.Contact Email Address: All communications must be submitted via e-tenders.Time and date for return of questionnaire: 14.9.2015 at 12:00 (Irish Time).Deadline for receipt of queries relating to this questionnaire: 24.8.2015 at 12:00 (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 online via the e-tenders system. Where support documentation is requested, it must be submitted with the fully completed questionnaire via e-tenders only by the date and time indicated in this questionnaire.Summary of Requirements:Postmobile is a MVNO operated by An Post; our network services are provided by Vodafone. Postmobile currently offer prepay mobile services to customers through 250 post offices nationwide and our website/webshop: www.postmobile.ie Supply chain services will be to these participating Postmobile postoffices and online sales fulfilment.We offer competitive mobile rates and bundles to customers wishing to avail of value for money mobile services, frequently these offers are promoted along with a suitable handset to maximise sales. Postmobile has a current customer base of 20 000 customers and growing. We have a current range of approximately 10 phones dealing with all the manufacturers including (but not limited to) e.g. Sony, Samsung, Hauwei, Alcatel, Doro, etc. Estimated monthly despatch quantities 2 500-3 000 phones. However, this does not include additional uplifts at peak periods (e.g. lead up to Christmas) and the introduction of new units to the range. Post mobile currently has a requirement for the sourcing, warehousing and fulfilment of mobile handsets and other devices and associated accessories.Summary of Requirements:— Actively engage with Postmobile and advise on selecting/securing best option range to match Postmobile requirements,— Sourcing of relevant handset range as required by Postmobile,— Securing best price on all devices on behalf of Postmobile,— Full supply chain management of all stock including SIMs and any additional accessories and devices as required by Postmobile,— Virtual warehousing and logistics,— Full reverse logistics,— Full reporting of all stock holding/despatch/scheduling,— Configuration of devices as required by Postmobile,— Packaging and assembly of units as required by Postmobile,— Ad hoc sourcing of handsets and/or accessories as required by Postmobile.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 % weighting).4. Relevant industry, quality and environmental accreditation, processes and controls (10 % weighting).5. Health and 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 and profitability for previous 3 financial years (2012, 2013 and 2014).— Rule: Must demonstrate turnover of 500 000 EUR and operation with a profit in 1 of the last 3 years.(D) Degree of specialisation in the relevant fields of this PQQ.— 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 lifetime 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.(F) Do you currently have insurance cover meeting these levels?Minimum levels of insurance: Please indicate Yes/No.Employers liability: 13 000 000Public 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. Please provide 3 of your most relevant examples of current clients when you are responding to below:Rule: Must demonstrate 3 previous relevant contracts, 1 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,(iii) Approximately 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 subcontractors.(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 subcontractor.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 (Including 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.