Special EU Programmes Body
Ulster Historical Foundation
Registered with The Charity Commission for Northern Ireland NIC100280
Tender Response Document
For
Fit out of a new Heritage/Visitor Centre
at the Corn Exchange Building,
Dunbar Link/Gordon Street, Belfast
CLOSING DAY:Wednesday
CLOSING DATE:24 September 2014
CLOSING TIME:17:00
DATED ISSUED:05 September 2014
Vendor Name:
Signed on behalf of the responding Vendor:
Date:
Page 1 of 14
Please read the following information
before completing this document
The response to this Request for Proposal/Tender must be made in the same format using the same number conventions as are in this Request for Proposal/Tender.
Please ensure that all required information is included in your Proposal/Tender. Neutral comments such as ‘noted’ will not be accepted as a compliant statement.
Any failure and/or incompleteness in this respect may result in rejection of the Proposal/Tender.
For your assistance notes are included under each response point – these should be deleted and replaced with the required information.
1.VENDOR’S DETAILS
1.1NAME OF PRIME VENDOR
(Click here and enter Name)
1.2POSTAL ADDRESS OF PRIME VENDOR
(Click here and enter Address)
1.3E-MAIL ADDRESS OF PRIME VENDOR
(Click here and enter e-mail address)
1.4TELEPHONE NUMBER OF PRIME VENDOR
Click here and enter number including full dialling code.
2COMPANY PROFILE
Please click and provide a brief profile of the company here incorporating the following details:
2.1legal form of company (public, limited, partnership, etc.)
Please enter details here.
2.2length of time in existence
Please enter details here.
2.3number of employees (total)
Please enter details here.
2.4short list of the company’s principle areas of activities
Please enter details here.
2.5any additional company information in support of your Proposal/Tender
Please enter details here.
3TENDER –UNDERSTANDING THE BRIEF
Please give a detailed response in Appendix A
4TENDER – DESCRIPTION OF THE METHODOLOGY
Please give a detailed response in Appendix B.
5TENDER – DESCRIPTION OF HOW THE VENDOR WILL DELIVER THE INDIVIDUAL ELEMENTSOF THE TENDER(ie the list of 20 items)
Please give a detailed response in Appendix C
6FINANCIAL BRAKDOWN OF TENDER COSTS
Please give a summary of costs here and include details of itemized costs, including the individual VAT amount related to each item in Appendix D
Please enter details here.
7EVIDENCE OF RELEVANT EXPERIENCE
Please give a short overview here (maximum one-half of A4 page) and provide evidence of previous experience in Appendix E
Please enter details here.
The Vendor must provide evidence of successfully completing at least two similar projects. NB: It should include experience of delivering exhibition panels, shop fittings, signage, etc
8DECLARATION OF COMPLIANCE WITH CONTRACT
Please complete and sign the declaration contained in Appendix E
This declaration should be completed on your organisation’s headed paper.
APPENDICES
Please complete the attached appendices.
APPENDICES
Appendix AUnderstanding the Brief
Appendix BDetailed Description of Methodology
Appendix CDetailed Description of how the Vendor will deliver the individual elements of the Tender (ie the list of 20 items)
Appendix DFinancial Breakdown of Tender Costs
Appendix EEvidence of Relevant Experience
Appendix FDeclaration of Compliance with Contract
RESPONSE DOCUMENT
APPENDIX AUNDERSTANDING THE BRIEF
The details should follow immediately after this page.
The Vendor should familiarize themselves with the objectives and work of the partner organisations as listed in the Tender Document who will form the Ulster-Scots’ hub at the Corn Exchange:
Ministerial Advisory Group – Ulster-Scots Academy
Ulster-Scots Agency
Ulster-Scots Community Network
Ulster-Scots Language Society
And specifically how the Vendor can best meet the needs of the tender requirements to deliver and effective and high quality visitor centre that helps reinforce the key messages the partner organisations wish to convey through the new centre.
RESPONSE DOCUMENT
APPENDIX BDESCRIPTION OF THE METHODOLOGY
The details should follow immediately after this page.
The Vendor should demonstrate, should they be appointed to deliver this contract how they propose to meet the project timetable and deliver all the elements of fitting out the new centre. This will include how they will manage lead time for materials and production of elements, preparatory work and final fit out, and mechanisms for dealing with snags, overruns and other unforeseen circumstances.
The Vendor should also include evidence of strong project management experience in this section.
RESPONSE DOCUMENT
APPENDIX CDESCRIPTION OF HOW THE VENDOR WILL DELIVER THE
INDIVIDUAL ELEMENTSOF THE TENDER(ie the list of 20 items)
The details should follow immediately after this page.
Please ensure each element is itemised separately and listed according to Section B, point no. 2 ‘Overview of requirements’ in the Tender Document (and the Detailed Specification document).
Tenders should include specific details on the make/model, brand, etc of materials such as the computer terminals, tv/video monitor and any proprietary exhibition display systems proposed.
RESPONSE DOCUMENT
APPENDIX DFINANCIAL BREAKDOWN OF TENDERCOSTS
Financial breakdown – to be completed by tendering company
Item / Amount(excluding VAT) / VAT
amount / Total
(including VAT)
1
2
3
4
5
5a
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Total Cost
RESPONSE DOCUMENT
APPENDIX EEvidence of relevant experience
The Vendor must provide clear evidence of successfully completing at least two similar projects.
NB: It should include experience of delivering exhibition panels, shop fittings, signage, etc
Client name / Description of Contract/Service / Period of Contract / Value of Contract / Contact name, number and email of clientRESPONSE DOCUMENT
APPENDIX FEVIDENCE OF RELEVANT INSURANCES
The evidence of relevant insurances being in place should follow immediately after this page.
RESPONSE DOCUMENT
APPENDIX GDECLARATION OF COMPLIANCE WITH CONTRACT
The signed declaration should follow immediately after this page.
Declaration of Compliance with Contract
[Insert Name of Vendor] hereby agrees, and declares, that [Insert Name of Vendor] shall be bound by all the terms and conditions of the Contract issued by the Ulster Historical Foundation if [Insert Name of Vendor] is selected by the Foundation as the successful Vendor.
Signed on behalf of: [Insert Name of Tenderer]
Signature:______Authorised Signatory
Company Position:______
Address:______
______
______
DECLARATION
THIS DECLARATION, DULY COMPLETED, MUST BE SUBMITTED BY ALL VENDORS
Name of Vendor:
Address:
Please tick Yes or No as appropriate to the following statements relating to the current status of your organisation.
(1)The Vendor is bankrupt or is being wound up or its affairs are being administered by the court or has entered into an arrangement with creditors or has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations.
Yes [ ]No [ ]
(2)The Vendor is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors or of any other similar proceedings under national laws and regulations.
Yes [ ]No [ ]
(3)The Vendor, a Director or Partner, has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata or been guilty of grave professional misconduct in the course of their business.
Yes [ ]No [ ]
(4)The Vendor has not fulfilled its obligations relating to the payment of taxes or social security contributions in the United Kingdom or any other State in which the vendor is located.
Yes [ ]No [ ]
(5)The Vendor has been guilty of serious misrepresentation in providing information to a public buying agency.
Yes [ ]No [ ]
(6)The Vendor has contrived to misrepresent its Health & Safety information, Quality Assurance information, or any other information relevant to this application.
Yes [ ]No [ ]
THIS FORM MUST BE COMPLETED AND SIGNED BY AN AUTHORISED OFFICER OF THE VENDOR’S ORGANISATION
I certify that the information provided above is accurate and complete to the best of my knowledge and belief.
I understand that the provision of inaccurate or misleading information in this declaration may lead to my organisation being excluded from participation in future tender processes.
SIGNATUREDATE:
NAMETEL:
POSITION
Ulster Historical Foundation, 49 Malone Road, Belfast, BT9 6RY, Northern Ireland
Tel: +44 28 9066 1988 E-mail: Web: