Wednesday 2 December 2009
Invitation to Tender for the Diploma Consultancy Framework
Contract Number: 3139
I am pleased to invite you to tender for the above project.
Please read the instructions on the tendering procedures carefully since failure to comply with them may invalidate your tender, which must be delivered to Kate Feastin Procurement by 1pm on Wednesday 6 January 2010.
I should be grateful if you would acknowledge receipt of our Invitation to Tender by completing and returning,by emailas soon as possible, the enclosed pro-forma Appendix A, Invitation to Tender Acknowledgement letter. Should you decide NOT to submit a tender in response to this invitation, as part of our quality initiative, it would be helpful for us to know your reasons for not tendering by completing the appropriate section.
Please also confirm acceptance of the draft contract attached as Appendix G by signing and returning as part of your tender Appendix B.
Please state the project title and contract number in all correspondence.
Please contact me if you have any general questions about the tendering procedure.
I look forward to receiving your response.
Yours sincerely
Kate Feast
Direct Line: 020 7509 5952
INVITATION TO TENDER
Invitation to Tender for the Diploma Consultancy Framework
Contract No. 3139
Please contact us if you require this document in another language, Braille, large print, audio tape or sign language video tape. Procurement Team, QCDA, 83 Piccadilly, London,W1J 8QA, email: , tel: 020 7509 5555, fax: 020 7509 6943
INDEX
1.Timetable and Key Information
1.1Timetable
1.2Contacts
2.Conditions of this Tender
2.1Contract Period
2.2Sending of Tenders
3.Specification of Requirements
4.Evaluation Criteria
5.Proposed Contract
6.Information to be included in Tender
6.1Invitation to Tender Acknowledgement letter - attached as Appendix A
6.2Declaration – attached as Appendix B
6.3Method Statement, Evaluation Criteria & Weightings - attached as Appendix D
6.4Financial Proposal - attached as Appendix E
7.General Information on Tendering Procedures
7.1Incomplete Tenders
7.2Receipt of Tenders
7.3Modification and Withdrawal of Tenders
7.4Acceptance of Tenders
7.5Amendments to the Tender Documents
7.6Inducements
7.7Costs and Expenses
7.8Debriefing
7.9Financial Appraisal
7.10Confidentiality
7.11Freedom of Information
7.12Value Added Tax
Appendix A - Invitation to Tender Acknowledgement letter – to be completed and returned on receipt of this Invitation of Tender
Appendix B - Declaration – to be completed and returned to form part of your tender submission
Appendix C – Specification of Requirements
Appendices D(i), (ii) & (iii) – Method Statements – each to be completed and returned to form part of your tender submission
Appendix E - Financial Proposal – to be completed and returned to form part of your tender submission
Appendix F - Templates
Appendix G – Draft Contract
1.Timetable and Key Information
1.1Timetable
Deadline for receipt of Questions / 5pm, Wednesday 16 December 2009Time and Date for return of tenders / 1pm, Wednesday 6 January 2010
Expected date of award / w/c 25 January 2010
Date Contract expected to commence / February 2010
1.2Contacts
All queries relating to this Project must be made in writing for the attention of Kate Feast stating the contract number and title. Responses to questions or requests received will be distributed to all suppliers invited to tender unless deemed to be commercially sensitive to a tenderer.
2.Conditions of this Tender
2.1Contract Period
The frameworkis to be for a period of 2 years with an option to extend, if requested by QCDA, for two further periods of 12 months. Two months prior written notice will be provided should an extension option be requested.
2.2Sending of Tenders
Your tender must be returned in its entirety securely bound (please only submit the information requested). Please provide one (1) original and one (1) copy, plus an electronic copy by email to . Please note there is a size limit on emails to this address to a maximum of 5 megabytes. Please make sure that larger bids are broken down and sent separately whilst numbering the emails e.g. Tender reference 1234 email 1 of 2, 2 of 2 etc. Please ensure you attach a delivery slip and confirm receipt with QCDA.
Tenders must be returned by 1pm, Wednesday 6 January 2010as stated in the Timetable above.
Envelopes/Packages should bear no reference to the tenderer by name. The Contract Number and Project Title should be printed on the outside as follows:
FAO:Kate Feast
Procurement Advisor
Procurement
QCDA
83 Piccadilly
London, W1J 8QA
Ref: Invitation to Tender for the QCDA Consultancy Framework
Unless otherwise stated by the tenderer, tenders shall remain valid for six months from the closing date for receipt of tenders. A tender valid for a shorter period may be rejected by QCDA as failing to meet the tendering conditions.
3.Specification of Requirements - Attached as Appendix C
4.Evaluation Criteria - Attached as Appendix D (i), (ii) and (iii)
The tender process will be conducted to ensure that tenders are evaluated fairly to ascertain the most economically advantageous tender.
Account will be taken of any factors which impact on the tenderer’s suitability that emerge from the tendering process.
Account will be taken of any risks or benefits to QCDA including any cost or saving resulting from the setting-up and running of the contract.
QCDA will produce a short-list from the tenders received and may invite a presentation from each organisation short-listed.
An example of the weightings are provided below.
Weighting to be awarded / Description / Reason0 / No response / No response given
1 / Poor/Weak / Substandard - below acceptable level
2 / Fair/average / Only just meets criteria
3 / Good / Meets criteria at an acceptable level standard
4 / Very good / Meets criteria above expectations standard
5 / Excellent / Exceptional & innovative standard
5.Proposed Contract - Attached as Appendix G
Matters to be taken into account in commenting on the draft contract
The draft contract will be prepared on the basis of terms which are standard to QCDAcontracts, with appropriate adjustments to take into account the nature of this particular project. The terms reflect the fact that QCDA has statutory duties which it is bound to fulfil, and that the deliverables and targets to be achieved by its contractors have been set by the government. QCDA is politically accountable for failures by contractors to deliver projects on time and to specification. Such failures may also have serious implications for pupils, their teachers and their schools. Where projects are developmental or relate to pilot exercises or feasibility studies QCDA will take this into account in the terms of the contract. However, proper delivery of projects of this nature may still have serious implications, as they form the basis of decisions regarding future policy, practice and expenditure.
-In recognition of the importance of the completion of projects on time and to a satisfactory level, and in order to ensure that QCDA can have and maintain sufficient confidence in the successful outcome of the project, the contract does establish a strict corollary between timely and satisfactory performance of key contract deliverables by the contractor and payment by QCDA. For the same reasons it contains provisions enabling QCDA to step in and take over the project under certain, very limited circumstances where the project is in serious difficulties. The contract also contains a number of provisions which reflect the fact that expenditure of public money by QCDA is subject to scrutiny by the National Audit Office.
-QCDA will consider fully all comments on the draft contract, and will seek to conclude a commercially realistic agreement. However, tenderers should bear in mind that QCDA is very unlikely to agree substantial concessions in relation to Step-In, the link between payment and Critical Steps and the requirements as to disaster recovery and risk management, and that it will probably be unable to agree concessions in relation to provisions regarding audit.
-QCDA has developed its contracts with a view to making them as fair as possible within the context set out above. Tenderers are asked to note in particular the strong obligations contained in the contract for QCDA to act reasonably, in good faith and in accordance with its position as a public body. QCDA is also committed to managing projects through clear project management arrangements and close, co-operative working relationships between QCDA project staff and contractors’ staff. It is intended that issues arising during the project should be dealt with by change control procedures and discussion between the parties, and the contract is not intended for use as a management tool. Many of the provisions in the contract would become relevant only in a situation of last resort.
QCDA considers that contractors should be able to commit to the contract terms, as tenders are made on the basis that the tenderers are capable of performing the contract and that the bid price covers the true cost of performance.
6.Information to be included in the Tender
It is important that you provide all the information requested in the order and format indicated below.
6.1Invitation to Tender Acknowledgement letter - attached as Appendix A
Please complete and return, via email to , the Invitation to Tender Acknowledgement Letter on receipt of this invitation. Should you decide NOT to submit a tender in response to this invitation, as part of our quality initiative, it would be helpful for us to know your reasons for not tendering by completing the appropriate section.
6.2Declaration – attached as Appendix B
Please complete and return the Declaration as part of your tender submission.
6.3Method Statement, Evaluation Criteria & Weightings - attached as Appendices D(i), (ii) & (iii)
Please complete the method statements at Appendix D. Please review every question on the method statement and complete each answersection (not limited to a 1-page response) clearly describing how you will provide the main requirements set out in each Framework Specialism defined at Clause 4.0.
Please note that there may be substantial repetition within this section where the answers are relevant for all specialisms. Each specialism may be evaluated by different evaluators and therefore we require full answers against each specialism rather than referring evaluators to various sections/material.
Should you refer to any example material that is not attached as part of your tender, please provide web links to enable evaluation panel members to be directed to the appropriate material.
Failure to comply with any instruction in these paragraphs and any other instructions within the Invitation to Tender documentation may result in the Bidder’s tender being rejected as non-compliant. With this in mind, please ensure you read all tender documentation carefully.
The tender needs to clearly articulate/evidence of the supplier's method for engaging with this assignment and a track record of the skills required.
Suppliers submitting tenders for this work are required to:-
- Define their proposed approach for delivering this work.
- Provide a high level view of any risks and issues they see being associated with this contract.
- Notify QCDA of any potential conflicts of interest that may arise if the bidder were to be selected (taking into account any subcontractors) and how they will be dealt with.
Equal Opportunities
Pleasecomplete the Equalities information below and include this in your Tender.
Confirm the bidder complies with the following employee acts:
The Sex Discrimination Act 1975 YesNo
The Equal Pay Act 1970YesNo
The National Minimum Wage Act 1998YesNo
The Disability Discrimination Act 1995 YesNo
The Employment Equality (Sexual Orientation) Regulations 2003 YesNo
The Employment Equality (Religion or Belief) Regulations 2003 YesNo
The Bidder should provide details of its policies for the promotion, delivery and monitoring of Equal Opportunities.
Material Litigation
Please provide a statement of any material litigation, employment tribunal or other legal proceedings (pending or threatened) outstanding against the Bidder with all relevant details. Exclude County Court proceedings and Debt collection below a threshold of £5,000.
Please provide a statement of any material litigation, employment tribunal or other legal proceedings which the Bidder has been involved in over the last 3 years. Exclude County Court proceedings and Debt collection below a threshold of £5,000.
6.4Financial Proposal - attached as Appendix E
Please complete and return the Financial Proposal as part of your tender submission.
7.General Information on Tendering Procedures
7.1Incomplete Tenders
Tenders may be rejected if the complete information called for is not given at the time of tendering.
7.2Receipt of Tenders
Tenders will be received up to the time and date stated. Those received before that date will be retained unopened until then. Please ensure that your tender is delivered no later than the appointed time. QCDA does not undertake to consider tenders received after that time. All tender documents received will not be returned to the bidder.
7.3Modification and Withdrawal of Tenders
You may modify your bid prior to the deadline for receipt by giving notice in writing to the QCDA. Your modifications must be sent in a sealed envelope identified externally with the ITT number and despatched in accordance with clause 2.2. No tender may be modified subsequent to the deadline for the receipt of bids. You may withdraw your bid at any time prior to accepting an offer of contract by sending a withdrawal notice to the QCDA.
7.4Acceptance of Tenders
By issuing this invitation QCDA is not bound in any way and does not have to accept the lowest or any tender.
7.5Amendments to the Tender Documents
QCDA reserves the right to amend the enclosed tender documents at any time prior to the deadline for receipt of tenders. Any such amendment will be numbered, dated and issued by the Project Manager. Where amendments are significant, QCDA may at its discretion extend the deadline for receipt of tenders.
7.6Inducements
Offering an inducement of any kind in relation to obtaining this or any other contract with QCDA will disqualify your tender from being considered and may constitute a criminal offence.
7.7Costs and Expenses
The QCDA will not be liable for any costs incurred by those expressing an interest in, or tendering for, this contract. You will not be entitled to claim from QCDA any costs or expenses, which you may incur in preparing your tender whether or not your tender is successful.
7.8Debriefing
Following the award of contract, debriefing will be offered to tenderers on request.
7.9Financial Appraisal
QCDA may conduct a financial appraisal of your company in order to satisfy itself that you have sufficient means to perform the contract.
7.10Confidentiality
All information supplied by QCDA to you must be treated in confidence and not disclosed to third parties except insofar as this is necessary to obtain sureties or quotations for the purposes of submitting the tender. All information supplied by you to QCDA will similarly be treated in confidence except:
i)that references may be sought from banks, existing or past clients, or other referees submitted by the tenderers;
ii)for the disclosure of such information with regard to the outcome of the procurement process as may be required to be published in the Supplement to the Official Journal of the European Communities in accordance with EC directives or elsewhere in accordance with the requirements of UK government policy on the disclosure of information relating to government contracts.
7.11Freedom of Information
The Freedom of Information Act 2000 provides a statutory right of access to information held by or on behalf of public authorities. QCDA is committed to meeting their responsibilities under the Freedom of Information Act 2000. Accordingly, all tender information submitted to the QCDA may need to be disclosed in response to a request under the Act. This may include amongst other things, the disclosure of a winning Tender or Best and Final Offer (BAFO) price, the nature of the goods or services provided, standards of service or performance and the Tender or BAFO evaluation criteria.
If you consider that any of the information in your tender would prejudice your commercial interests, please identify it and explain (in broad terms together with a time period after which the information could be disclosed) what harm may result from disclosure if a request is received. Tenderers must justify why they prefer any information to be withheld.
7.12Value Added Tax
QCDA is VAT registered. It is also an “eligible body” as classified in VAT Notice 701/30 Education and Vocational Training.
Proposals must include VAT where applicable. Where any doubt exists businesses/organisations are expected to have sought clarification from HM Customs and Excise and bid prices are accepted on this basis. Tenderers are requested to set out their understanding of the VAT status of the contract based on the services to be provided and the status of the tendering body. There will be no adjustment to the contract sum if VAT is subsequently found to be payable.
Invitation to Tender for the Diploma Consultancy Framework
Contract No.: 3139
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