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The EUROPEAN BANK FOR RECONSTRUCTION AND DEVELOPMENT (EBRD) has issued a Tender notice for the procurement of a Provision of a Cashless System in the United Kingdom. This Tender notice was published on 21 Jun 2018 and is scheduled to close on 10 Jul 2018, with an estimated Tender value of Refer Document. Interested bidders can access detailed Tender information, eligibility criteria, and complete bidding documents by referencing TOT Ref No. 24305615, while the tender notice number is PUR1804_10 and Registering on the platform.
Procurement Summary
Country: United Kingdom
Summary: Provision of a Cashless System
Deadline: 10 Jul 2018
Posting Date: 21 Jun 2018
Other Information
Notice Type: Tender
TOT Ref.No.: 24305615
Document Ref. No.: PUR1804_10
Financier: European Bank for Reconstruction and Development (EBRD)
Purchaser Ownership: -
Tender Value: Refer Document
Purchaser's Detail
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Address: Login to see tender_details
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Login to see detailsTender Details
Request for proposals are invited for Provision of a Cashless System.
The European Bank for Reconstruction and Development (EBRD) intends to select and engage a Supplier who can provide and supply to the Bank via a cloud-based service a Cashless System.
Interested companies are hereby invited to submit responses to the attached Request for Proposal (RFP) document. A set of minimum requirements are contained with the RFP in Annex B and a Third Party Assurance Questionnaire (TPAQ) in Annex C. Only companies whose responses fully meet the minimum requirements and provide a satisfactory response to the TPAQ will be deemed to be pre-qualified and will have their technical response evaluated.
Responses to the RFP with any requested supplementary documentation must be submitted to: Amanda Forrester, e-mail: forresta@ebrd.com to arrive at EBRD not later than 12:00hrs GMT on Tuesday 10th July 2018.
1.0 INTRODUCTION
The European Bank for Reconstruction and Development (the "EBRD") is an international financial institution. The EBRD was established by treaty in 1991 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics. The EBRD has 67 shareholders (65 countries plus the European Union and the European Investment Bank). Further information about the EBRD's roles and activities can be found on the EBRD's website: www.ebrd.com.
1.1 Definitions:
• The terms ‘EBRD- and ‘The Bank- shall mean the European Bank for Reconstruction and Development.
• The term ‘RFP- shall mean Request for Proposal.
• The term ‘Supplier(s)- shall mean a party that submits a proposal in accordance with this RFP.
• The term ‘Proposal- shall mean a combination of the documents defined in section 4.4 of this RFP. Specifically the Technical Proposal and the completed Quotation File.
2.0 PROJECT BACKGROUND
2.1 Objective
The objective is to procure and implement a Cashless Payment System for its Head Office at One Exchange Square, London EC2 2JN. The system will support the Bank-s staff restaurant, two coffee bars and one vending machine. Catering payment and security access control will need to be on the same card.
In outline, the selected Supplier will be required to:
• supply an on-line portal to its cashless system to the Bank, including a mobile phone application;
• supply two (2x) debit/ credit card loaders;
• supply five tills with attendant equipment such as guest facing screens, card readers, printers and three weigh and pay scales;
• supply an extra card reader for one vending machine (cold drinks and confectionary)
• The Supplier will organise for the reader to be fitted (The vending machine shall be connected to the network so that payment loads can be validated at the point of sales;
• supply two card readers for the administrator of the cards for interrogation if necessary (to investigate users queries). The Supplier should confirm if this is the case;
• provide front and back office software for the management of payments and revenue management;
• provide expertise to design, install and configure the system to the Bank-s requirements; including integration with the Bank-s security infrastructure, portal infrastructure and provision of a disaster recovery;
• provide on-going support, training and fully comprehensive maintenance for the cashless system for the duration of the contract.
The definition of the system and the scope of the migration, training and support requirements are explained in the following sections.
2.2 Background
The Bank currently uses a cashless system which has been in place since 2008. The system allows staff to load money on to a card (cash and debit cards) and use the card in the staff restaurant, coffee bars and vending machines. The system is now end of life and needs replacing.
At the moment the system is accessed by using loaders located in the restaurant and coffee bar areas. Data is stored on EBRD-s in-house servers.
The Bank is seeking to replace the existing system and replace it with a system which offers improved technology, is cost effective, flexible and scalable. The data will be hosted externally.
The current annual load value is in the region of £1, 300, 000, and approximately 50, 000 load transactions per annum.
3.0 EBRD CONTACT DETAILS
Your sole contact for the purposes of the RFP is:
Amanda Forrester - Procurement Manager
Corporate Procurement Unit
EBRD
One Exchange Square
London
EC2A 2JN
Email: forresta@ebrd.com
4.0 DESCRIPTION OF THIS RFP
4.1 Overview
Suppliers wishing to participate in this process will be required to make the following submissions in accordance with the timetable outlined in section 4.2:
• a completed minimum requirements checklist (the “Checklist”) as defined in section 4.4;
• a technical proposal (the ‘Technical Proposal-);
• complete a TPAQ (EBRD-s Third Party Assurance Questionnaire)
• a completed quotation file (the ‘Quotation File-).
4.2 Timetable
15th June RFP published
22nd June Deadline for requests for clarification
27th June EBRD response to requests for clarification
29th June Deadline for minimum requirements
2nd July Suppliers shortlist communication following minimum requirements
4th July Suppliers site visit to EBRD (Max 30 min tour) at 10am
10th July Deadline to submit proposals 12 noon
13th July Notification of suppliers that pass the technical evaluation and invitation to next stage - supplier-s client site visit
18th and 19th July Supplier-s client Site visit/ Demonstration
20th July EBRD decides shortlist
Week beginning 23rd July Notification of suppliers that pass the suppliers site visit and opening of Quotation File
Week beginning 13th August Contract Negotiation and Award
Week beginning 10th September First Mobilisation/Project Meeting
16th December Contract start date
The EBRD reserves the right to amend or change these dates at any time.
4.3 Clarifications
The process for reception and resolution of queries shall be as follows:
• suppliers will send queries by e-mail to the following address: forresta@ebrd.com;
• there will be one round of queries;
• the deadline for queries is shown in the timetable set out in section 4.2 of this RFP;
• the EBRD will circulate the responses to all queries to all participating Suppliers in accordance with the timetable set out in section 4.2 of this RFP; and
• the clarification document will make no reference to which Supplier made any particular query.
4.4 Technical Proposal
4.4.1 Minimum Requirements
Suppliers wishing to participate in this Tender are required to complete the Checklist provided as Annex A to this RFP. Only those Suppliers capable of answering “yes” to all of the questions are eligible to participate. Suppliers that answer “no” to any question or that provide an incomplete submission will not be eligible for participation in this Tender.
4.4.2 Technical Response Submission
The Technical Proposal shall consist of: a completed version of the Checklist attached to this RFP as Annex A - Minimum Requirements Checklist, a response prepared with reference to Annex B - Scope of Services -Technical Response and a response to EBRD-s Third Party Assurance Questionnaire (TPAQ) Annex C - TPAQ
The Technical Proposal shall not exceed 30 pages excluding the Checklist.
Responses shall be submitted via e-mail to forresta@ebrd.com in accordance with the timetable set out in section 4.2 of this RFP.
4.4.5 System demonstration
Following evaluation of the Technical Proposal by the Bank, Suppliers that pass the minimum technical threshold will be requested to provide a demonstration of its system. This can either be at the Supplier-s show room or at a client-s site. The demonstration is scheduled for 18th or 19th July 2018. Please provisionally hold these dates in your diary.
4.5 Quotation File
All Suppliers are required to complete the quotation file (the ‘Quotation file-) attached as Annex D of this RFP. Prices are to be quoted in GBP net of VAT.
4.5.1 Quotation File Submission
The Excel file must be submitted on a CD or a USB drive and in an original hard copy by courier in a sealed envelope clearly identified as “PUR1804/10- Cashless System - Quotation File” in accordance with the timetable set out in section 4.2 of this RFP to
Amanda Forrester
Corporate PODD
EBRD
One Exchange Square
London EC2A 2JN
Following the review of the Minimum Requirements Checklist, Technical Response and TPAQ, only the Quotation Files of those Suppliers who have passed the technical qualification threshold will be opened.
4.5.2 Quotation File Validity
Quotes submitted shall be valid for ninety (90) days following date of receipt.
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4.6 Additional Information
4.6.1 Supplier Profile and Demographics
Suppliers shall provide a statement giving a brief history of their company, how it is organised, and how its available products and resources will be used to meet EBRD's requirements. The Supplier shall submit the following information.
• The company's official name and address. The Supplier shall also indicate what type of entity it is — for example, a corporation or a partnership.
• The name, address and telephone number of the person to receive correspondence, and who is authorized to make decisions or represent the Supplier. Please state his or her capacity within the company.
• The total number of years the Supplier has been in business and, if applicable, the number of years under the present business name.
• The number of years that the Supplier vendor has been providing cashless systems.
4.6.2 Financial Information
The Supplier shall provide a com
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