Request for quotation for the provision of environmental health out of hours service

Contents

Instructions for Completion

Background Information

Statement of Requirements

Declaration

Appendix 1 - Purchase Order Terms and Conditions

West Oxfordshire District Council is inviting competitive quotes for the provision of the Environmental Health Out of Hours Service.

This Request for Quotation is being sent to suppliers that have previously qualified as a supplier to the Council or have expressed an interest for the scope of requirement covered by this Request for Quotation.

The closing date for receipt of the completed Quotation is 12 noon on April 10th 2015. Please note that the Council will not consider late returns.

Instructions for Completion

Please answer all the questions as accurately and concisely as possible or mark those not applicable “N/A” and provide an explanation.

If completing in hard copy format, please present supporting information in the same order as, and reference it to, the relevant question. Answer questions in English and continue on a separate sheet where space on this form is restrictive if you need to. Alternatively, we encourage you to complete this questionnaire electronically if you wish – response boxes will expand to accommodate your answers – and return it to the Council by email.

We are happy to accept documents in either hard copy, electronic form, or both. For electronic submission please send as an email attachment to . If you are sending a hard copy by post or delivering by hand, please use the following address:-

Philip Measures

West Oxfordshire District Council

Elmfield

Witney

Oxon, OX28 1PB

Background Information

If you are interested in providing a proposal / quote for this contract please complete this form and return it as indicated.

The Council will award the contract on the basis of cost and quality, weighted at 40/60, but reserves the right not to award the contract to the lowest or any contractor.

Statement of Requirements

  1. Definitions
  2. Contract Standard means the standard to which the Service are to be provided, namely with the skill, care and diligence to be expected of an expert Contractor experienced in carrying out services of the kind described in this Specification and in accordance with:
  3. the provisions of the Contract and this Specification; and
  4. any Statutory Requirements;
  5. Qualified means holding:
  6. A Certificate of Registration of the Environmental Health Officers’ Registration Board; or
  7. Any other qualification approved or level of experience agreed by the Supervising Officer.
  8. Training means such training as is necessary to bring the Staff to the required state or standard of competence to meet the statutory requirements.
  9. Scope of the Service
  10. The Contractor shall provide the Service throughout the administrative district of the West Oxfordshire District Council.
  11. The duration of the contract is from 4th May 2015 to 31st March 2016
  12. The Contractor shall provide the Service during the following hours:
  13. From 1800 hours on Fridays until 0800 hours on the next working day.
  14. From 1800 hours on Mondays to Thursdays until the next following 0800 hours. During this period, visits are not required, therefore clauses 2.6 to 2.9 only apply to the provision of advice.
  15. Public holidays (including Good Friday) and one further day determined by the Council contiguous with the Christmas or New Year holidays: 0900 to the next working day.
  16. New Year’s Eve – 1800 hours to 0900 hours the next day.
  17. Subject to clause 2.2. the Contractor’s Staff shall provide a response to service requests about:
  • Noise, except traffic, aircraft (but including model aircraft) and railway noise, and noise from people in the street;
  • Pollution;
  • Smoking in public places
  • Food poisoning; and
  • Accidents at Work.
  • The Contractor’s Staff shall contact the originator of the service request within 15 minutes of receiving the service request.
  • In the case of food poisoning, accidents at work and serious pollution incidents, the response shall be giving advice and referring the matter to the Council’s Duty Officer.
  • In the case of noisy parties, noise from building and vehicle alarms and complaints about commercial or industrial premises concerning noise or pollution the response shall be advice and a visit subject to Condition 2.7 below.
  • In the case of other domestic noise complaints the following information shall be ascertained:
  • Has the complainant previously registered the complaint with the Environmental Health Service and, if so, when?
  • Has the complainant been advised to call the Out of Hours Service or been sent a letter advising them to use it?
  • Whether the problem currently is on-going at the time of the call and is it anticipated that it would still be going at the time of a visit.

The response shall be a visit unless the case is not known to the Council and is received before 2200 hours when the complainant shall be advised regarding the Council’s procedure for dealing with noise complaints. That is, in the first instance a letter is sent to the alleged source of the complaint and also a letter and record sheet is sent to the complainant.

However, if the complaint is received or repeated after 2200 hours the Contractor’s staff shall offer to visit if the noise is on going at the time of the call. If the complainant advises that a visit is not required or desired, then a visit need not be made.

2.9.In the case of other complaints, the response shall be giving advice, but a visit shall be made if considered necessary.

2.10.Visits by the Contractor’s Staff shall be made within one hour of receiving the request or departure from a current site visit, whichever is the later.

2.11.The Contractor’s Staff shall be available for evidential purposes during normal office hours, as required. Payment for this work shall be at the agreed rate from the time of arrival at the Council’s offices (or other location designated by the Supervising Officer) until the time of departure.

2.12.Subject to prior arrangement and agreement with the Council, the contractor will undertake programmed visits to premises to investigate compliance with provisions of the Section I of The Health Act 2006 on smoking in public places at the rate detailed in Section 4.

  1. Statutory Action
  2. If the Contractor’s Staff consider the service of a statutory notice is appropriate, they shall contact the Council’s Environmental Health Duty Officer to agree the course of action.
  3. Provision of Equipment
  4. The Contractor shall provide and maintain a digital cellular mobile telephone and a telephone pager. An alternative PSTN telephone number shall be provided for use when the mobile telephone and pager fail to respond.
  5. The Contractor shall provide all safety equipment necessary for the performance of the service by his staff. Details of the equipment provided shall be forwarded to the Supervising Officer at least 14 days prior to the Commencement Date.
  6. Customer Services
  7. The Contractor and any Staff will, at all times when in contact with Customers, comply with the Council’s Officers’ Code of Conduct, where relevant, and, in particular, shall maintain a smart appearance and act with due courtesy and discretion. Staff shall at all times carry appropriate identification cards and shall present them to Customers at each visit.
  8. Contractor’s Staff and Resources
  9. The Contractor shall employ sufficient Staff to ensure that the Service is performed at all times and in all respects to the Contract Standard. The Contractor shall ensure that a sufficient reserve of Staff are available to provide the Service to the Contract Standard during Staff holidays or periods of absence through sickness or otherwise, including adequate cover during any peak demands for the Service.
  10. The Contractor shall be, and shall ensure that all Staff are at all times, properly and sufficiently Qualified, trained and experienced and instructed with regard to the Services and, in particular:
  11. all relevant provisions of the Contract
  12. all relevant statutory requirements concerning health and safety at work and the Contractor’s safety policies
  13. the Council’s Code of Conduct
  14. The Contractor shall submit proof of the Qualifications, Training and experience of all Staff to be employed in connection with this Agreement to the Supervising Officer at least 14 days prior to the Commencement Date. In the case of Staff employed during the Period of the Contract, such proof shall be submitted at least 14 days prior to the commencement of their employment in the delivery of the Services.
  15. No Staff shall be employed in connection with the contract unless their Qualifications, Training and experience are considered satisfactory by the Supervising Officer.
  16. The Contractor shall, at all times when providing the Services, provide sufficient competent and experienced supervisory Staff in order to ensure that the Contract Standard is being achieved and fully in accordance with any relevant statutory requirement.
  17. The Contractor shall ensure that all Staff participating in the Service are able to travel around the District.
  18. Vehicles
  19. All vehicles used by the Contractor’s Staff, intended for use on the public highways shall at all times be properly licensed and insured for business use and in a roadworthy condition so as to ensure compliance with any statutory requirement for the time being in force.
  20. Records
  21. The Contractor will be responsible for the provision of all formal notices and stationery that may be required. The format of all such stationery and formal notices shall be approved by the Supervising Officer, prior to use.
  22. Details of all action taken shall be forwarded, in writing, to the Supervising Officer at the beginning of the next Working Day, by email.
  23. Unacceptable Methods
  24. The Contractor shall not, while providing the Service, use any unacceptable methods of operating, for example, those that would impair safe working arrangements or give rise to nuisance or damage to public or private property, or inconvenience or danger to members of the public.
  25. Quality Control
  26. The Council may undertake periodic Customer satisfaction surveys and will inform the Contractor of the results.
  27. The Contractor shall take appropriate action to ensure a high quality of Services is achieved and maintained.
  28. Complaints
  29. All complaints received by the Contractor must be dealt with in a prompt, courteous and efficient manner.
  30. All complaints shall be acknowledged in writing on the day of receipt. Details of the complaint and a copy of the acknowledgement shall be forwarded to the Supervising Officer at the same time.
  31. The Contractor shall carry out an immediate investigation into any complaint received and shall keep a written record of all complaints and of the action taken in relation to those complaints. Such records shall be kept available for inspection by the Supervising Officer at all reasonable times.
  32. A written response shall be made within 10 Working Days and a copy shall be forwarded to the Supervising Officer at the same time.
  1. Questions
  2. What are your arrangements for call handling?

12.2.How many visiting officers will be on a rota to serve the district of West Oxfordshire?

12.3.Please details any added extra services such as the provision of statistical information.

Pricing

Effective date…………………………………………………………………………

Are there any particular conditions or circumstances that could affect the price quoted?

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Please insert your quotation price excluding VAT

£…………………..per……………. (include breakdown of total costs in table below).

Summary / % of total cost
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£
£
£
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Grand Total / £

Your price should be a fixed lump sum valid from the commencement of the supply of goods or services until completion / delivery of the goods, services or works.

Please provide a contact name, address, telephone number and email address in the event of queries arising in relation to this pricing document.

The Council has a set of Purchase Order Terms and Conditions that are used for Goods, Services and works. It is our policy to contract under our own terms and conditions of contract. When you are invited to submit a quote or tender, you will be issued with a formal set of terms and conditions of any contract.

In addition to the Purchase Order terms and conditions all contract letters or purchase orders will contain details of the particular goods, services or works concerned such as details of price, delivery etc. You should not write on or alter in any way these conditions when you reply. If you do so you risk having your bid rejected. You must keep to the deadline given in the invitation letter for receipt of bids; otherwise your bid will be rejected. In addition to the purchase order terms and conditions the Council will provide bespoke terms and conditions for particular circumstances.

Declaration

When you have completed this questionnaire please read and sign the declaration below.

I/We certify the information supplied in this document is accurate and complete and I/We understand that that the supply of false information will result in my/our exclusion.

I/We also understand that it is a criminal offence, punishable by imprisonment, to give or offer any gift or consideration whatsoever as an inducement or reward to any servant of a public body, and that such action will empower the Council to terminate any contract with the Council.

I/We wish to be considered for inclusion in the invitation to quote.

Please note: This declaration should be signed by a partner or authorised representative in his/her own name and on behalf of the organisation.

If you are returning this document electronically, you need not sign it, but you may be asked to do so at a later date.

Signed…………………………………………………………………………

Please print name……………………………………………………………..

Position………………………………………………………………………..

For and on behalf of…………………………………………………………..

Date…………………………………………………………………………...

Appendix 1 - Purchase Order Terms and Conditions

This is NOT an official Purchase Order. On award of the contract an official Purchase Order will be completed. This is for information purposes only.

  1. Interpretation
  2. In this Contract:
  3. Approval and Approved refer to the written consent of the Supervising Officer.
  4. Council means West Oxfordshire District Council or any successor authority and includes the Supervising Officer.
  5. Council's Premises means land or buildings owned or occupied by the Council but excludes domestic premises.
  6. Commencement Date means the 4th May 2015
  7. Condition means a condition within the Contract.
  8. Contract means the Agreement to the Conditions between the Council and the Contractor consisting of the following Sections which, in the event of ambiguity or contradiction between Sections, shall be given precedence in the order listed:
  9. Section 1: Form of Agreement;
  10. Section 2: Conditions of Contract;
  11. Section 3: Specification;
  12. Section 4: Schedule of Prices & Rates.
  13. Contractor means the Person named as the Contractor in Section 1: Form of Agreement his permitted successors and assigns.
  14. Contractor’s Representative means the individual authorised to act on behalf of the Contractor for the purposes of the Contract.
  15. Contract Period means the period of the duration of the Contract in accordance with Condition 3.
  16. Contract Price means the price, exclusive of Value Added Tax, payable by the Council to the Contractor for the performance of the Service.
  17. Equipment means all equipment, materials, consumables and plant, other than Council's Property, to be used by the Contractor in the provision of the Service.
  18. Intellectual Property Rights means patents, trade marks, service marks, design rights (whether registerable or not), applications for any of the above rights, copyright, trade or business names or other similar rights or obligations whether registerable or not in any country including but not limited to the United Kingdom.
  19. Month means calendar month.
  20. Parties means the Council and the Contractor as identified in Section 1: Form of Agreement.
  21. Person where the context allows, includes a corporation or an unincorporated association.
  22. Personnel means persons directly employed by the Council.
  23. Price means a price entered in Section 4: Schedule of Prices and Rates.
  24. Rate means a rate entered in Section 4: Schedule of Prices and Rates.
  25. Service means the services set out in Section 3: Specification.
  26. Staff means all persons used by the Contractor to perform the Service.
  27. Supervising Officer means the Strategic Director (Environment) or other nominated officer authorised to act on behalf of the Council for the purposes of the Contract.
  28. Variation means a properly executed variation to the Contract in compliance with Condition 28.
  29. Working Day means Monday to the next following Friday, except for Bank Holidays, other public holidays and one day determined by the Council to occur annually adjacent to Christmas or the New Year.
  30. The interpretation and construction of the Contract shall be subject to the following provisions:
  31. A reference to any statute, enactment, order, regulation or other similar instrument shall be construed as a reference to the statute, enactment, order, regulation or instrument as subsequently amended or re­enacted.
  32. The headings to Conditions are for ease of reference only and shall not affect the interpretation or construction of the Conditions.
  33. References to Conditions are references to Conditions in the Section of the Contract in which they appear, unless otherwise stated.
  34. Where the context allows, the masculine includes the feminine and the neuter, and the singular includes the plural and vice versa.
  35. Entire Agreement
  36. The Contract constitutes the entire agreement between the Parties relating to the subject matter of the Contract. The Contract supersedes all prior negotiations, representations and undertakings, whether written or oral, except that this Condition shall not exclude liability in respect of any fraudulent misrepresentation.
  37. Contract Period
  38. The Contract shall take effect on the Commencement Date and shall expire on the 31 March 2016, unless it is otherwise terminated in accordance with the provisions of these Conditions, or otherwise lawfully terminated.
  39. Service
  40. The Contractor shall perform the Service in accordance with the provisions of the Contract.
  41. Conditions Affecting Provision Of Service
  42. The Contractor shall be deemed to have satisfied himself as regards the nature and extent of the Service, means of communication and transport, the supply of and conditions affecting labour and the Equipment necessary for the performance of the Service, subject to all such matters being discoverable by the Contractor.
  43. Contractor’s Status
  44. Nothing in the Contract shall be construed as creating a partnership, a contract of employment or a relationship of principal and agent between the Council and the Contractor.
  45. Equipment
  46. The Contractor shall provide all the Equipment necessary for the provision of the Service.
  47. The Contractor shall maintain all items of Equipment in good and serviceable condition.
  48. All Equipment shall be at the risk of the Contractor and the Council shall have no liability for any loss of or damage to any Equipment unless the Contractor is able to demonstrate that such loss or damage was caused or contributed to by the negligence or default of the Council.
  49. Staff
  50. All Staff shall possess the qualifications and competence appropriate to the tasks for which they are employed.
  51. The Contractor shall provide, at all times, the number of Staff required to fulfil his obligations under the Contract.
  52. The contractor’s employment systems shall be in accord with the Council’s policy on checking criminal records and the Contractor shall on request supply to the Council such information as it may reasonably require to ensure that its employment systems do so accord.
  1. Co-Ordination
  2. The Contractor shall co­ordinate his activities in the provision of the Service, as directed by the Supervising Officer, with those of relevant Personnel and other contractors engaged by the Council.
  3. Manner Of Providing The Services
  4. The Contractor shall perform the Service with all due care, skill and diligence, and in accordance with good industry practice.