Pre-Qualification Questionnaire and Information for Bidders

Pre-Qualification Questionnaire and Information for Bidders

Provision of Travel Management Services

Ref: 448-2018

April 2018

Table of Contents

1.INTRODUCTION

2.IMPORTANT INFORMATION

3.BACKGROUND TO THE TENDER AND THE PROCESS TIMETABLE

4.INSTRUCTIONS FOR COMPLETING THE PQQ

5.EVALUATION OF PQQ

SCHEDULE 1- PRE-QUALIFICATION QUESTIONNAIRE RESPONSE DOCUMENT

FORM A – ORGANISATION AND CONTACT DETAILS - Information only

FORM B – GENERAL CRITERIA – PASS/ FAIL

FORM C - FINANCIAL INFORMATION – PASS/ FAIL

FORM D –TECHNICAL CAPABILITY – PASS / FAIL & SCORED

FORM E - DECLARATION

ANNEX 1 – PARENT/ GROUP COMPANY STATEMENT

ANNEX 2 – CODE OF ETHICS

Commonwealth Secretariat Contact

The Commonwealth Secretariat (the “Secretariat”) contact for this tender process is:

Natalie Dorman
Commonwealth Secretariat
Pall Mall
London SW1Y 5HX
E-mail:

Any actual or attempted communication with the Secretariat outside of the above contact (unless specifically requested by the Secretariat) will not be considered or responded to. Failure to adhere to this requirement may result in disqualification.

1.INTRODUCTION

1.1In order to participate in a tender process, interested parties ("Bidders") should complete thisPre-Qualification Questionnaire ("PQQ") in accordance with the instructions contained within this document.

1.2The contract to be entered into with the successful Bidder will be based on an Invitationto Tender (ITT) template which will be issued to Bidders later in the tender process, if they successfully qualify the PQQ stage.

Bidder Contact Point

1.3Bidders are asked to nominate a single point of contact in their organisation for all contact from the Secretariat in this tender process. The Secretariat will not be responsible for contacting the Bidder through any route other than the nominated contact. Any amendment to the nominated contact must be clearly identified and communicated in writing to the Secretariat.

2.IMPORTANT INFORMATION

2.1The contents of this PQQ and that of any other documentation sent to Bidders in respect of this tender process are provided on the basis that they are, and will remain, the property of the Secretariat and must be treated as confidential, and only shared with other parties essential to preparing a response to this PQQ and for no other purpose.

2.2If any Bidder is unwilling or unable to comply with the requirement in 2.1 above, it is required to destroy this PQQ and all associated documents immediately and not retain any paper or electronic copies.

2.3No Bidder will undertake any publicity activities with any part of the media in relation to this tender process without the prior written agreement of the Secretariat.

2.4This PQQ is made available in good faith and is not intended to provide the basis of any investment decision or recommendation. Nothing in this PQQ is or should be relied on as a promise or representation. No warranty is given as to the accuracy or completeness of the information contained in it and any liability for any inaccuracy or incompleteness is therefore expressly disclaimed by the Secretariat.

2.5The Secretariat reserves the right to reject PQQ responses that are not submitted in accordance with the instructions given. Rejection of a PQQ response will result in disqualification of that Bidder from the tender process.

2.6The Secretariat reserves the right to change, without notice, the timing and procedure for the tender process and awarding of the contract(s), to reject any and all bids for the contract(s) and/or to cancel the tender process and not award any contract at any point, with no liability on its part. In particular, The Secretariat is not liable for any costs resulting from cancellation of this process nor for any costs incurred by Bidders taking part in this tender process.

2.7Where applicable, Bidders will be required to confirm, at tender stage (ITT), that there have been no material changes to their financial standing and/or technical competence as set out in their response to this PQQ.

2.8Where there is any indication that any actual or potential conflict of interest exists or may arise then it shall be the responsibility of the Bidder to inform the Secretariat detailing the conflict in writing, and setting out how it can be adequately managed, as an attachment to the PQQ response. If a conflict of interest cannot be effectively managed, a Bidderwill be disqualified from the tender process. The Secretariat will be the final arbiter on cases of potential conflict of interests. Failure to notify the Secretariat of any actual or potential conflict of interest will invalidate any verbal or written agreement.

2.9Bidders and their employees, agents and sub-contractors must not engage in any collusive behaviour, anti-competitive conduct or similar behaviour with any other Bidder or any other person in relation to the preparation or submission of any proposals or other documents as part of this tender process.

2.10Bidders must not use the improper assistance of any Secretariat employee or use information obtained unlawfully or in breach of an obligation of confidentiality to the Secretariat in preparing proposals or other documents as part of this tender process.

2.11Bidders must not make false or misleading statements in their proposals or other documents as part of this tender process. The Secretariat reserves the right in its discretion to reject any responses where on reasonable grounds it believes that the response contains false or misleading statements, and regardless of whether such statements are made intentionally or unintentionally.

2.12The Secretariat may, at its discretion, conduct site visits or reference checks, the outcome of which may feed in to any stage of the tender process.

2.13Nothing in this tender process is intended to form any express or implied contractual relationship between the parties unless and until a contract (or contracts) is awarded for the opportunity.

2.14 The Secretariat will collect, hold and use personal data obtained from and about the Bidder and its staff during the course of the tender process ("Personal Data"). Such Personal Data will be collected, held and used in accordance with and for the purposes of administering the tender process as contemplated by this PQQ, any Invitation to Tender (ITT) issued by the Secretariat, and for the management of any contract subsequently awarded.

2.15 The Bidder warrants, on a continuing basis, that it has all requisite authority and has obtained and will maintain all necessary consents, and otherwise fully complied with all of its obligations under applicable privacy laws, in order to disclose to the Secretariat, the Personal Data, and allow the Secretariat to carry out the tender process. The Bidder shall immediately notify the Secretariat if any of these consents are revoked or changed in any way which impacts on the Secretariat's rights or obligations in relation to such Personal Data.”

3.BACKGROUND TO THE TENDER AND THE PROCESS TIMETABLE

3.1The Secretariat is a voluntary association of 53 independent countries and equal sovereign states.Its members are bound together by respect for all states and peoples; by shared values and principles; and by concern for the vulnerable.

Commonwealth members are supported by anetwork of more than 80 intergovernmental, civil society and professional organisations.

The Secretariat supports Commonwealth member states to achieve development, democracy and peace. The Commonwealth is a voice for small and vulnerable states and a champion for young people.

The Secretariat helps to strengthen governance, build inclusive institutions and promote justice and human rights. The Commonwealth’s work helps to grow economies and boost trade, empower young people, and address threats such as climate change, debt and inequality.

The Secretariat provides technical assistance and supports decision-makers to draw up legislation and deliver policies. The Commonwealth deploys experts and observers who offer impartial advice and solutions to national issues. The Secretariat also provide systems, software and research for managing resources.

At Commonwealth summits, the Secretariat brings together government leaders whose decisions will have an enduring impact on all citizens.

Priority areas of work are agreed at Commonwealth Heads of Government Meetings (CHOGM), which occur every two years.

Information regarding The Secretariat’s current four year Strategic Plan from 2017/18 - 2020/21 can be found on the website

The activities of The Secretariat are funded by Member Governments via three separate multilateral funds:

Commonwealth Secretariat Fund (COMSEC).
Commonwealth Fund for Technical Co-operation (CFTC).

Commonwealth Youth Programme Fund (CYP).

Governance and Structure

The Secretariatis headed by a Secretary-General, The RT Hon Patricia Scotland QC, and is assisted by a senior management team in managing the activities of the organisation.

The Commonwealth Secretariat’s structure is split into three directorates:

Governance and Peace.
Trade, Oceans and Natural Resources.
Economic, Youth and Sustainable Development.

The Secretariat has its headquarters in London United Kingdom, and has Commonwealth Small States Offices in Geneva and New York.

The Secretariat has approximately 220 employees.

3.2Due to the nature of the work of the Commonwealth Secretariat, staff based in the headquarters in London are employed from all Commonwealth countries. The travel requirements are truly global and include multi-sector and point-to-point itineraries and travel to remote locations. Travel is booked for both staff and guests of the Secretariat with most tickets having origination/destination within the Commonwealth countries. More minor routes include the US, Switzerland, France, Germany and Belgium amongst others.

3.3The outline of the project is to select and implementefficientand best-in-class travel management services at the Commonwealth Secretariat. There is a focus on the efficient use of the financial assets of the Secretariat to deliver a transparent and cost-effective travel programme with strong compliance with the Travel Policy.

The Secretariat operates a July to June financial year. For Air and Rail, the historical spend and number of bookings (including new reservations, refunds and changes) are as follows:

Period / # of Bookings (incl new, refunds and changes) / Spend
July 2017 – March 2018 / 1800 / £2m
July 2016 – June 2017 / 2100 / £2.2m
July 2015 – June 2016 / 3500 / £3.8m
July 2014 – June 2015 / 3000 / £3.2m

Essential outcomes from the project are:

The development of the partnership between the TMC and the organisation to:

(1)Establish a travel programme which achieves and delivers the strategies of the Secretariat.

(2) Provide innovative and dynamic travel solutions and advice in order to address current and future business travel trends.

Best-in-class service for the bookers and travellers of the Secretariat.
Implementation of an efficienttravel booking process for the users.
Hotel booking programme to include traditional business travel inventory as well as small and remote hotels available outside of the GDS. (Please note: this service is currently being rolled out to the Secretariat and there is no data available at this time.)
Transparent pricing, cost saving opportunities and accurate reporting.
Traveller tracking capabilities.
Effective travel technology offering by the TMC.

3.4Key points of the Travel Policy (amongst others):

For members of staff: a tiered class of travel policy, depending on seniority in the organisation. For most staff, for journeys up to 10 hours, travel is booked in Economy. Business class can be booked for journeys 10 hours plus.
For guests: Economy for all travel.
Direct itineraries for Economy travel.
Stopovers should be no longer than 4 hours.
All travel is pre-approved and tickets are only issued once a Purchase Order has been raised.
Travel should be booked 14 days plus in advance of departure.

3.5Top Travel Trends:

Multi-sector travel itineraries.
Between 50-60% of travel is booked for guests of the Secretariat each year.
All tickets are processed and invoiced POS UK.
Top destinations can differ each quarter and depend on committed project work by the Secretariat.
Itineraries are often extended for personal reasons.

3.6The indicative timetable for this tender process is set out below. This is intended as a guide, and whilst the Secretariat does not intend to depart from the timetable, it reserves the right to do so at any time.

Milestone / Date
Stage 1
Period PQQ available / 26th April – 16th May 2018
Last date for PQQ clarifications / 07th May 2018
PQQ submission deadline / 12:00 Noon BST on 16th May 2018
Completion of PQQ evaluation / 25th May 2018
Inform successful and unsuccessful suppliers / 29th May 2018
Stage 2
Invitation to Tender (ITT) sent to shortlisted Bidders / 06th June 2018
Last date for ITT clarifications / 15th June 2018
Tender bid submission deadline / 12: Noon BST on 27th June 2018
Completion of tender bid submission evaluation / 05th July 2018
Notification to Shortlisted bidders re Presentation / 05th July 2018
Shortlisted Supplier Presentations / 10th & 11th July 2018
Completion of ITT evaluation / 12th July 2018
Contract Award Notification / 22nd August 2018
Mobilisation period (if applicable) / 22nd August – 20th November 2018
Contract Start Date / 21st November 2018

4.INSTRUCTIONS FOR COMPLETING THE PQQ

Format

4.1Each question must be answered in full using the same numbering and order as set out in the PQQ. Bidders must not provide any information additional to that specifically requested.

4.2All responses must be in English.

4.3The Secretariat may, at its sole discretion, require clarification of a Bidder's PQQ response and will contact Bidders as necessary, for any clarification required.

4.4If there are any questions that do not apply to a Bidder, please answer with a N/A with an explanation where appropriate.

Clarification

4.5Clarification requests should be submitted as soon as possible and in any event,no later than 17:00Noon BST 07th May 2018.

4.6Any requests for clarification must be made only through theemail contact specified above.

4.7The Secretariat will aim to respond to clarification requests within one (1) working day following the day of receipt.

4.8Any clarification request and response containing information that is of relevance to all Bidders shall, in the interest of a fair tender process, be made available to all Bidders without disclosing the identity of the originator of the question.

Reliance on parent / Group Company

4.9Where a Bidder intends to rely upon the financial standing or technical ability of a parent or other group company as part of its PQQ submission:

4.9.1Relevant financial/ technical information (as applicable) must be fully submitted in respect of the parent or other group company; and

4.9.2The Secretariat reserves the right to require parent/ group company performance/ financial guarantees, before entering into a Contract.

Single Entity Bidders

4.10Bids may only be submitted by Bidders comprising a single legal entity and consequently consortium Bidders will not be permitted to participate in this tender process.

Code of Ethics

4.11 The Code of Ethics must be signed and returned as part of the bidder’s response

Method of Submission

Submissions and all supporting documents must be made in electronic format and sent

4.12Bidders must ensure that the Secretariat receives the completed PQQ no later than12:00Noon BST on 16th May 2018. Please note that completed PQQs received after the closing date/timewill be rejected.

Submission Checklist

Please use this checklist to ensure you have completed everything required and return with your PQQ submission.

Section

Completed and returned?

Form A – Organisation and Contact Details

Form B – General Criteria

Form C – Financial Information

Form D – Accreditation and Experience

Form E – Technical Capability and Understanding

Form F – Declaration

Annex 1– Parent/group company statement (if applicable)

Annex 2 – Signed Code of Ethics

5.EVALUATION OF PQQ

The PQQ responses will be evaluated in accordance with the following process:

5.1Compliance Check

The information supplied in the PQQ response by each Bidder will be checked for completion and submission compliance with the requirements of the PQQ.

Failure to provide the required information, make a satisfactory response to any question, or supply documentation requested/ referred to in responses may mean that the response is non-compliant and the Bidder will be disqualified from the tender process.

5.2PQQ Evaluation

Completed PQQs that pass the compliance check will then be evaluated in accordance with the scoring methodology set out below.

The scoring methodology that will be applied is as follows:

5.2.1Information only – the informationprovidedwill not be scored, but failure to provide it may result in the PQQ submission being disqualified from the tender process.

5.2.2Pass/ fail – responses to the questionsthat are scored as a "fail" will result in disqualification from the tender process and the remaining sections of the response will not be evaluated further.

5.2.3Scored –responses will be awarded a score as described at the end of each section.

5.3Bidder short listing

All Bidders who:

5.3.1submit a compliant PQQ response; and

5.3.2achieve a pass in all pass/fail sections;

will have their responses to the scored sections marked. The Secretariat will invite the top five compliant bidders to participate in the next stage (ITT) of the tender process.

SCHEDULE 1- PRE-QUALIFICATION QUESTIONNAIRE RESPONSE DOCUMENT

TO BE COMPLETED AND RETURNED

FORM A – ORGANISATION AND CONTACT DETAILS - Information only

Full name of Company (Bidder):
Contact name for enquiries about this PQQ:
Contact position (Job Title):
Address:
Post Code:
Telephone number(s):
Fax number:
E-mail address:
Company/ Registered Provider or Charity registration number (if applicable - please specify registering body):
Country of Registration:
Type of organisation:
(Please tick one) /

a public limited company

a limited company

a limited liability partnership

other partnership

a sole trader

other (please specify)

Name and registration number of immediate parent company (if applicable):
Name and registration number of ultimate parent company (if applicable):
Number of full time employees:
Annual Turnover (£):
% and number of women on the Management Board

FORM B – GENERAL CRITERIA – PASS/ FAIL

Mandatory grounds for rejection

Important Notice:

Any Bidder who answers “Yes”to any question in this section will be disqualified from the tender process.

Please answer each question.

Has the Bidder or any of its directors or partners or any other person who has powers of representation, decision or control been convicted of: / Answer
(Yes or No)

a.conspiracy

b.corruption

c.bribery

d.fraud

e.the offence of cheating the Government's Tax Authority

f.the offence of conspiracy to defraud

g.theft

h.fraudulent trading

i.fraudulent evasion of taxation

j.destroying, defacing or concealing of documents

k.making, adapting, supplying or offering to supply articles for use in frauds

l.money laundering

m.an offence in connection with the proceeds of criminal conduct

n.an offence in connection with the proceeds of drug trafficking

o.a criminal offence relating to the conduct of his/her business or profession

p.committed an act of grave misconduct in the course of his/her business or profession;