Computer Consumables and associated Services

Quantity or scope

Pre-qualification questionnaireforAn Post tender 1602 computer consumables &associated servicesEtenders 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 1 600 000 delivery addresses daily and in excess of 1 700 000 customers each week through 1 130 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 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 years with an option to extend for a period up to a further 2 years.Lot 1: Customised Printer Rolls;Lot 2: Ink Jet Black Cartridges and Thermal Printer Cleaning Cards for Epson Printers.Lot 3: Toners for Ricoh and HP Printers and Post Office Counters Equipment Cleaning SuppliesThe 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 — 76 mm width x 76 mm depth x 12.7 mm 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 — 79 mm width x 79 mm depth x 12.7 mm 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 — 57 mm width x 40 mm depthx 12.7 mm core Single Ply Receipt Rolls. 55GSM Thermal White Paper. Each Roll tobe 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 and yearly for Postal Agency Rolls.Lot 2: Black Ink Cartridges and 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 200 ml Screen Clean will be required yearly.Cans of 400 ml Foam Clean will be required yearly.Packets of Cleaning Tissues/Cloths will be required yearly.2. Storage and DistributionPost 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,4BGPOO’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 (Irish Time).Time and date for return of Questionnaire:Time and Date: 7th March — 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 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 EUR and operation with a profit in one 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 2014TurnoverProfitability.(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 & 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/NoEmployers Liability: 13 000 000.Public and Product Liability: 6 500 000 EUR.ProfessionalIndemnity: 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 / No2. 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 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.1