SUPPLY OF SELF SERVICE DEVICES (ATMS, MFDS, KIOSKS AND OTHER SELF SERVICE DEVICES)
A practical guide to understanding what the Post Office really wants and how to build a winning response.
The real question isn't just about devices
When I first look at a contract, I always try to see beyond the obvious.
This isn't just about supplying devices.
It's about enabling the Post Office to serve its customers more efficiently and securely.
Yes, you’re supplying up to 500 ATMs and 800 MFDs.
But the real goal?
Ensuring those devices work seamlessly in diverse locations, from bustling city branches to quieter local hubs.
That's what truly matters.
Think about what the Post Office worries about
If I were evaluating bids, I'd be thinking about continuity and reliability.
What happens if a device goes down?
How quickly can it be fixed or replaced?
And with cash recycling capabilities, efficiency becomes even more critical.
The Post Office needs to know they can rely on you, not just for the initial supply but for ongoing support and functionality.
Don't overlook the flexibility they need
The tender talks about outright purchase and leasing.
This tells me the Post Office wants flexibility.
They’re looking for options that fit different budgets and operational needs over time.
Your response should clearly outline how you can offer this flexibility without compromising on quality or service.
Pay attention to what they say
The notice makes it clear that this tender follows a previous one for managed services.
This means they’re already thinking about integration and long-term performance.
They’ll want suppliers who can demonstrate an understanding of how these devices will fit into existing systems and processes.
That's your cue to show how your devices integrate seamlessly with their managed services.
Evidence always beats promises
One thing I learned in my public sector days is that evidence carries weight.
Anyone can promise top-tier devices.
But can you prove it?
I'd be looking for:
- Case studies of successful installations
- Data on device uptime and reliability
- Testimonials from similar clients
- Demonstrations of integration with managed services
Remember who you're trying to convince
This isn't just about selling to a procurement team.
It's about convincing operational staff, financial officers and IT managers that your devices will make their lives easier.
Think about the challenges they face daily.
How do your devices help them?
How do they enhance customer satisfaction?
Show how you'll maintain standards over the term
Consistency is key.
A device that works perfectly on day one might falter by year three.
The Post Office will want to see plans for maintenance, repairs and tech updates.
I'd include:
- A detailed maintenance schedule
- Plans for rapid response to faults
- Strategies for software updates and security patches
One thing I'd keep reminding myself
The Post Office serves millions of customers across the UK.
Every device you supply will impact someone’s day.
I'd keep asking myself, "How does this make life better for the end-user?"
If you can answer that convincingly in your submission, you're on the right track.
Common mistakes
Avoid submissions that:
- Focus solely on the devices without discussing integration
- Ignore the importance of flexibility in purchase/leasing options
- Fail to provide concrete evidence of reliability
- Overlook the need for ongoing maintenance and updates
- Assume the lowest price will win
- Neglect the operational realities of different Post Office locations
- Provide generic responses that lack specific detail
- Underestimate the importance of cash recycling capabilities
My Final Thoughts
The Post Office is looking for more than just devices.
They want partners who understand the complexities of their network and can deliver solutions that work seamlessly for years to come.
With a contract value of £6,000,000, it's clear they're investing in quality and reliability.
Your written submission, therefore, must reflect this focus on long-term value and integration.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.