Repairs and Maintenance Contract

Pre-Qualification Questionnaire

2009

Registered Scottish Charity Number SC 029461

AHP PRE-QUALIFICATION QUESTIONNAIRE

SECTION /

TITLE

PAGE

1
1a)
1b)
1c) /

Your Company Profile

Trades Supplied
Hours of Service
Health and Safety Information /

2

3
4
5
2 / Documents You Must Supply / 6
3 / The Selection Process / 6
4 / Rules for Relatives of AHP Staff / 7
5 / AHP Contacts / 8

SECTION 1 – YOUR COMPANY PROFILE

1. / Company Name
2. / Registered Office
3. / Date of Registration ......
4. / Company Owners
5. / Company Directors
6. / Approximate Annual Turnover
7. / Bank Referee
......
8. / Construction Industry Tax Position
9. / Does any Director or Senior Manager of your company have a close relative who is a Committee Member or who is an employee of AHP?
Person in your Company......
Position in your Company......
Person in AHP......
10. / Does any Director or Senior Manager within your Company have a history of Bankruptcy?
......
Name (Please Print)......
Signature......
Date......
11.

SECTION 1a) – TRADES SUPPLIED

Which of the following does your company employ? (Please circle)

Direct Labour CIS Sub-Contractors

Which of the following trades does your company employ?

JOINER YES/NO

PLUMBER YES/NO

ELECTRICIAN YES/NO

PLASTERER YES/NO

PAINTER/DECORATOR YES/NO

WALL TILER YES/NO

BRICKLAYER/MASON YES/NO

BLACKSMITH YES/NO

AERIAL ERECTOR YES/NO

Please state number of employees…………………………………………………

If your company does not employ all of the above, please indicate which Contractors/Companies you would intend to use:

1......

2......

3......

4......

5......

Please continue on a separate sheet of paper if necessary.

SECTION 1b) – HOURS OF SERVICE

NORMAL HOURS SERVICE

1. In which geographical areas would your company be prepared to work?

......

2. What would your proposed hours of work be?

Monday to Friday...... Saturday (if required)……………..

3. How would your company supervise the work?

......

RATES OF WORK

1 Detail the method your company currently operates:

Hourly rate……………… Schedule of Rates……………………..

OUT OF HOURS SERVICE

1 Does your company provide an Out of Hours Service? YES/NO

2 Please confirm the times this service would be available………………...

3 In the event of an emergency, what would your expected response times be?

......

SECTION 1c) – HEALTH AND SAFETY INFORMATION

1. If you have more than 4 employees, please attach a copy of your latest Health and Safety Policy.

Less than 4 employees YES/NO

Health and Safety Policy enclosed YES/NO

2. Do you have a dedicated person who provides you with Health and Safety advice?

YES/NO

If yes, please state job title…………………………………………………..

MONITORING

How frequently do you formerly review your Health and Safety Policy?

WEEKLY MONTHLY OTHER

HSE ENFORCEMENT ACTION

Have you received any enforcement action by either the HSE or Local Authority in the last 3 years? YES/NO

If yes, please provide details………………………………………………………...

......

RISK ASSESSMENT

The Management of Health & Safety at Work Regulations requires every employer to make a suitable assessment of health and safety risk associated with their work. How do you meet this legal requirement?

………………………………………......

......

How are risk assessments relayed to your employees?

......

MEMBERSHIP OF SAFETY GROUP/TRADE ASSOCIATIONS

Please give details of any safety organisations or groups of which you are a member.

......

......
SECTION 2 – DOCUMENTS YOU MUST SUPPLY

You must supply the following documents with your completed Company Profile.

Ø A copy of your tax exemption certificate under the Construction Industry Tax Deduction Scheme. If you are not liable for tax deduction under this scheme you must supply details of your current tax position.

Ø A copy of your public liability insurance premium documents, which must include the amount of cover, the extent of cover and renewal date.

Ø A copy of your employer liability insurance cover, which must include the amount of cover, the extent of cover and renewal date.

Ø A copy of your Company Code of Conduct.

SECTION 3 - THE SELECTION PROCESS

Tender packs will be issued to all companies/organisations which have been shortlisted following assessment of submitted Pre-qualification Questionnaires.

SECTION 4 – WHAT TO DO IF YOU ARE RELATED TO A MEMBER OF OUR COMMITTEE OR STAFF

As a registered housing association in receipt of public funds and monitored by The Scottish Housing Regulator, we are required to meet high standards of conduct in all areas of operation. In relation to contracts for the supply of goods or services to us, or otherwise involving payment by us, there are particular restrictions arising from Schedule 7 of the Housing Scotland Act2001.

The effect of “Schedule 7” is that we are legally prohibited from employing a firm in which a partner, director or other person directly concerned in the firm’s management is a close relative/partner of a member of AHP’s Board or Staff.

A “close relative”, defined under the Housing (Scotland) Act 2001 as a relative by blood or marriage who is so close to the committee member, officer or employee that there is a real risk that the decision to grant him/her a benefit could be influenced by that relationship. This definition will normally include a person’s spouse, parent, grandparent, child, grandchild, brother or sister.

The “Schedule 7” provisions are applied very strictly, and cannot be varied or set aside. All prospective approved contractors are required to sign a formal declaration that they have considered the effect of Schedule 7 in relation to their organisation and can certify that Schedule 7 prohibitions do not prevent their contract being brought into effect.

If after you have signed such a declaration, a contract is brought into effect and it is later found that a close relative, as described above, has been or will be involved, we are immediately legally prevented from making any payment under that contract. In the event of the declaration described above being knowingly false we may be required to take legal action for recovery of payments already made under the contract.

SECTION 5 – CONTACTS

For further information, please contact:

Bill Shanks, Housing Services Manager

Niall McGregor, Housing Repairs Inspector

Theresa Brailsford, Senior Housing Officer

Units 5 – 6

Netherton Business Centre

Kemnay

Aberdeenshire

AB15 5LX

Telephone 01467 641200

Fax 01467 641220

Email:

Web www.a-h-p.org.uk