CONFIDENTIAL
PRE-QUALIFICATION QUESTIONNAIRE
CONTRACT / PROJECT / <Insert Contract Name/Description>NAME OF ORGANISATION
This document should be completed and returned in accordance with the Guidance for Applicants
Questionnaires to be submitted by: / <insert deadline>
To: / <insert name>
email address: / <Insert email address>
Postal address: / <insert full address>
eTendering portal address / https://www.delta-ets.com
Tender Access Code (TAC) / <insert eTendering access code>
Maximum number of applicants to be invited to tender
Contents
PageWhistle Blowing Policy / 1
Freedom of Information / 8
Introduction / 7
Guidance for Applicants / 7
Questionnaire:
A General Information / 11
B Technical Resources and References / 15
C Financial and Insurance Information / 18
D Equal Opportunities / 21
E Health & Safety / 23
F Environmental Management and Social Considerations / 24
G Business Continuity Planning / 26
H Workforce Questions on Safeguarding / 27
I Undertaking by the Applicant / 28
J Statement Relating to Good Standing / 29
Checklist of Enclosures
Appendix 1: Selection Criteria
NORTH WEST LEICESTERSHIRE DISTRICT COUNCIL
CONFIDENTIAL REPORTING (WHISTLEBLOWING) POLICY
Summary Guidance Note
1. INTRODUCTION
The Council is opposed to all forms of fraud, corruption and malpractice whether arising from within or outside the Council or from Contractors. If Employees, Members, Contractors or Suppliers have any concerns about suspected malpractice, the Council encourages them to raise the issue. The Management of the Council will take your concerns seriously and wishes to encourage you to report any suspected fraud or corruption.
This policy:
· Provides the basis on which employees, Members, contractors or suppliers can raise any such concerns they may have, and receive feedback on action taken
· Allows employees, Members, contractors and suppliers to take matters further if they are dissatisfied with the Council’s response
· Applies to all Employees of the Council
· Applies to all Members of the Council
· Applies to Contractors working for the Council on Council premises
· Applies to Suppliers and service providers under a contract with the Council
· Applies to people working in partnership with the Council (e.g. volunteers)
1.1 Employees, Members, contractors, suppliers are often the first to realise that there may be something seriously wrong within the Council. However, they may not express their concerns because they feel that speaking up would be disloyal to their colleagues or the Council, or harm their chances of future business. They may also fear harassment or victimisation. In these circumstances it may be easier to ignore the concern rather than report what may just be a suspicion of malpractice.
1.2 The Council recognises that employees, Members, contractors and suppliers who raise concerns are protected under the Public Interest Disclosure Act 1998 and / or this Policy and may be eligible to compensation if they subsequently suffer victimisation, discrimination or disadvantage.
This document provides a summary of the Councils ‘Confidential Reporting Policy’. A copy of the full policy is available on the Internet: http://www.nwleics.gov.uk/pages/corporate_policies.
2. AIMS AND SCOPE OF THIS POLICY
2.1 This policy aims to:
• encourage all to feel confident in raising concerns and to question and act upon your concerns
• provide avenues for all to raise those concerns and receive feedback on any action taken
• ensure that you receive a response to your concerns and that you are aware of how to pursue them if you are not satisfied
• reassure you that you will be protected from possible reprisals or victimisation if you have a reasonable belief that you have made any disclosure in good faith.
• provide an avenue for members of the public to raise concerns (2.2 of full Policy) which would not be considered under the council’s formal Complaints Procedure
3. SAFEGUARDS - Harassment or Victimisation
3.1 The Council recognises that the decision to report a concern can be a difficult one to make. If what you are saying is true, you should have nothing to fear because you will be doing your duty to your employer, customer, and those for whom you are providing a service.
3.2 The Council will not tolerate any harassment or victimisation (including informal pressures) and we will take appropriate action to protect you when you raise a concern in good faith.
4. CONFIDENTIALITY
4.1 All concerns will be treated in confidence and every effort will be made not to reveal your identity if you so wish. At the appropriate time, however, you may need to come forward as a witness.
5. UNTRUE ALLEGATIONS
5.1 If you make an allegation in good faith, but it is not confirmed by the investigation, no action will be taken against you. If, however, you make an allegation frivolously, maliciously or for personal gain, disciplinary action may be taken against you.
6. HOW TO RAISE A CONCERN
6.1 Advice and guidance on how to pursue matters of concern may be obtained from the Council’s nominated contact points who are:
• Chief Executive:
Telephone 01530 454500
• Monitoring Officer:
Telephone 01530 454762
• Deputy Section 151 Officer:
Telephone 01530 454707
• Senior Auditor:
Telephone 01530 454728
6.2 Concerns may be raised verbally or in writing, to any of the above named individuals. If raising your concern in writing, address to the named individual at the:
Council Offices
North West Leicestershire District Council
Whitwick Road
Coalville
Leics
LE67 3FJ
Clearly mark the envelope “Confidential”
If you wish to make a written report you are invited to use the following format:
• the background and history of the concern (giving relevant dates);
• the reason why you are particularly concerned about the situation.
7. HOW THE COUNCIL WILL RESPOND
7.1 In order to protect individuals and those accused of misdeeds or possible malpractice, initial enquiries will be made to decide whether an investigation is appropriate and, if so, what form it should take. The overriding principle which the Council will have in mind is the public interest. Concerns or allegations which fall within the scope of specific procedures (for example, misconduct or discrimination issues) will normally be referred for consideration under those procedures.
7.2 Where appropriate, the matters raised may:
• be investigated internally by the Council
• be referred to the police
• be referred to the external auditor
• form the subject of an independent enquiry.
8. HOW THE MATTER CAN BE TAKEN FURTHER
8.1 This policy is intended to provide you with an avenue within the Council to raise concerns. The Council hopes you will be satisfied with any action taken. If you are not, and if you feel it is right to take the matter outside the Council, the following are possible contact points:
• the Audit Commission (special telephone line – 0845 0522 646)
• your trade union
• your local Citizens Advice Bureau
• relevant professional bodies or regulatory organisations
• a relevant voluntary organisation (Public Concern at Work – 020 7404 6609)
• the police
8.2 If you take the matter outside the Council, you should ensure that you do not disclose confidential information. Check with one of the Council’s nominated contact points about that. (See full policy, 6.1 above).
A/ASG July 2003
Reviewed Jan 2005
Reviewed Nov 2005
Revised Jan 2006
Revised Dec 2006
Reviewed Dec 2007
Revised March 2008
Reviewed May 2009
Revised July 2010
Introduction
The pre-qualification questionnaire is designed to give North West Leicestershire District Council (NWLDC), as potential client, sufficient information to make an assessment of the suitability of your organisation.
All suppliers to NWLDC must meet a set of basic requirements, relevant to their area of work, which are necessary in order for the Council to meet its legal and policy obligations.
This will ensure that NWLDC contracts are carried out efficiently and effectively and that value for money is obtained. NWLDC must also carry out its duties to ensure compliance with Health & Safety legislation, prevent unlawful racial discrimination, promote equality of opportunity and promote the adoption of environmental management policies.
Insert brief description of the services/works being procured….For EU tenders please make reference to the contract notice
.
Guidance for Applicants
Definitions
Throughout this document the following definitions will apply:
“The Council” North West Leicestershire District Council
“Applicant” Refers to the organisation making the application whether a sole trader, partnership, incorporated company, unincorporated body or cooperative
1 Instructions for Completion
1.1 You are strongly advised to keep a copy of your completed application. You will need this if the Council wishes to clarify or discuss your answers with you.
1.2 Please answer all questions fully continuing onto separate sheets if necessary. Any information provided on separate sheets or on supplementary documents must be clearly cross-referenced to the relevant question in a marked appendix attached securely to this, questionnaire.
1.3 Do not leave questions unanswered. Where a question is not relevant to your organisation this should be indicated, with an explanation.
1.4 Answer the questions specifically for the applicant, not for the group if you are part of a group of companies. However, please answer accordingly where group policies, statements etc are normally used in your organisation.
1.5 Please include, where appropriate, any supporting documents marking clearly on all enclosures the name of your organisation and the number of the question to which they refer. A checklist of enclosures is provided for your convenience.
1.6 You must ensure that you have signed the Undertaking and Statement Relating to Good Standing at Sections I and J.
1.7 The application must be returned to the Council by the date shown on the front of the document.
1.8 Any questions about the procurement procedure should be submitted via email to insert officers name and contact details. Also preferred method eg. email or via the delta suite if applicable.
1.9 The Council may disqualify any Applicant who fails to:
1.9.1 comply with the mandatory requirements of Regulation 23 and/or fails to certify at Part J that it has fulfilled these requirements
1.9.2 provide a satisfactory response to any questions in the PQQ (including the discretionary requirements of Regulation 23) or inadequately or incorrectly completes any question
1.9.3 submit its completed PQQ by the deadline shown on the front of the document
1.10 All applicants are solely responsible for their costs and expenses incurred in connection with the preparation and submission of the PQQ and all future stages of the selection and evaluation process.
1.11 All applicants must submit their PQQ and supporting information in English. Applications in other languages will not be accepted.
1.12 Freedom of Information
The Council is committed to open government and to meeting its legal responsibilities under the Freedom of Information Act 2000. Accordingly, all information submitted to a public authority may need to be disclosed by the public authority in response to a request under the Act. The Council may also decide to include certain information in the publication scheme which the Council maintains under the Act.
If an applicant considers that any of the information included in their PQQ is commercially sensitive, it should identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity.
Applicants should be aware that, even where they have indicated that information is commercially sensitive, the Council might be required to disclose it under the Act if a request is received.
Applicants should also note that the receipt of any material marked “confidential” or equivalent by the Council should not be taken to mean that the Council accepts any duty of confidence by virtue of that marking.
1.13 Selection Criteria
Details of the criteria and weightings used to score responses to the questionnaire are included at Appendix 1 for your information. The Council will create a shortlist of applicants to be invited to tender based on overall scores against this matrix.
2 Consortia and Sub-contracting
2.1 Where a consortium or sub-contracting approach is proposed, all information requested should be given in respect of the proposed prime contractor or consortium leader.
2.2 Relevant information should also be provided (as indicated in the Questionnaire) in respect of members or sub-contractors who will play a significant role in the delivery of the requirements under any ensuing agreement. Responses must enable the Council to assess the overall consortia or core supply base.
2.3 The Council recognises that arrangements in relation to consortia and sub-contracting may (within limits) be subject to future change. Applicants should therefore respond in the light of the arrangements currently envisaged. You are reminded that any future change in relation to consortia and sub-contracting must be notified to the Council so that it can make a further assessment by applying the selection criteria to the new information provided.
3 Notes on Section A – General Information
3.1 Please note that the organisation making this application must be the same legal entity with which the Council shall contract.
3.2 The Council will only contract with an applicant having a legal form capable of entering into contract under English law.
4 Notes on Section C – Financial and Insurance
4.1 The Council will use the information given in this section to assess the financial position of the applicant and, where appropriate, set contract limits. We also wish to ensure that you are properly registered for VAT, CIS (if applicable) and insurance.
4.2 For all limited companies the Council will conduct a financial evaluation of the organisation based on a credit report issued by an external business information service. However in some instances we may need to examine the Organisation’s financial statements and if this is the case we will request these separately.
4.3 The minimum insurance levels quoted in the Questionnaire are the Council’s current requirements from all suppliers in this category. This is in accordance with the Council’s Risk Management Strategy.
4.3.1 Applicants are not necessarily required to hold the required levels of insurance prior to contract award, but the Council needs to see a commitment to attaining the required cover prior to commencing work if successful.