APPLICATION TO TENDER
PRE- QUALIFICIATION QUESTIONNAIRE (PQQ) Date
PRE-QUALIFICATION QUESTIONNAIRE Notes for Suppliers
This questionnaire will be used bySwale Borough Council (“the Council”)in deciding which suppliers to short-list to invite to Quote for:-
HYGIENE SERVICES CONTRACT
Ref: C&PHYGIENE2013
In order to simplify this process, you don’t need to provide supporting documents, for example, accounts, certificates, statements or policies with this questionnaire.
However, the Council may ask to see these documents at a later stage. You may also be asked to clarify your answers, or provide more details.
Please answer every question. If the question does not apply to you please write “N/A”; if you donot know the answer, please write “N/K”.
Please email completed PQQ to
Not later than: 8February 2013at noon
We will aim to contact you again by: week commencing 11th February 2013
Prospective tenderers must complete the STATEMENT RELATING TO GOOD STANDING – GROUNDS FOR OBLIGATORY EXCLUSION (IN ELIGIBILITY) AND CRITERIA FOR REJECTION OF CANDIDATES - in accordance with Regulation 23 of the Public Contracts Regulations 2006 as contained in Appendix A
If you have any queries about this form please contact:Alan Marolia, Procurement & Operational Support by email to, placing “Hygiene Services Contract - C&PHYGIENE2013” in the subject title.
PRE-QUALIFICATION QUESTIONNAIRE
1 / BASIC DETAILS OF YOUR ORGANISATION1.1 / Name of the supplier in whose name the tender is submitted:-
1.2 / Contact name:
1.3 / Contact position (Job Title):
1.4 / Address
Post Code
1.5 / Telephone number
1.6 / Fax number
1.7 / Email address
1.8 / Website address (if any)
1.9 / Company registration number (if this applies)
1.10 / Other registration number (if this applies). Please specify registering body
1.11 / Date of registration
1.12 / Registered address if different from the above
Post Code
1.13 / VAT registration number
1.14 / Is your organisation
(Please tick one from i) to iv)and as appropriate) / i) a public limited company
ii) a limited company
iii) a partnership
iv) a sole trader
v) Small to Medium Enterprise (SME)
vi) Black and Minority Ethnic Organisation
vii) Community and Voluntary Organisation
viii) other (please specify)
1.15 / Name of (ultimate) parent company (if this applies)
1.16 / Companies House registration number of parent company (if this applies)
1.17 / Construction and related businesses only:
Are you registered with Constructionline?
If “Yes”, what is your registration number?
Does your company have any other related certification?
Please state Certification ………………………………….. / Yes / No
2 / FINANCIAL INFORMATION
2.1 / What was your turnover in the last two years (if this applies)? / £…………… for year
ended ___/___/___ / £…………… for year
ended ___/___/___
2.2 / Has your organisation met the terms of its banking facilities and loan agreements (if any) during the past year? / Yes / No
2.3 / If “No” please explain why not
2.4 / Has your organisation met all its obligations to pay its creditors and staff during the past year? / Yes / No
2.5 / If “No” please explain why not:
2.6 / What is the name and branch of your bankers (who could provide a reference)? / Name:
Branch:
Contact Details:
2.7 / If asked, would you be able to provide at least one of the following?
A copy of your most recent audited accounts (for the last two years if this applies) / Yes / No
A statement of your turnover, profit & loss account and cash flow for the most recent year of trading / Yes / No
A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position / Yes / No
3 / BUSINESS ACTIVITIES
3.1 / What are the main business activities of your organisation?
(Please describe on a maximum of one side A4 sheet of paper only), using (Arial 12 Font).
3.2 / How many staff does your organisation have?
4 / RELEVANT EXPERIENCE
4.1 / Please describe the relevant principal areas of business activity of your organisation and the number of years you have been involved in this activity.
(Please describe on a maximum of one sideA4 sheet of paper only), using (Arial 12 Font).
4.2 / Describe in detail your current and previous experience of providing services similar in scale and requirement to those required by the Authority.
(Please describe on a maximum of one sideA4 sheet of paper only), using (Arial 12 Font).
4.3 / Please provide details of contracts, works/goods and services you have provided or been awarded by public and private sector clients and managed by your company in the past 3 years, including dates and contract values and the types of contracts you have managed.
(Please describe on a maximum of one sideA4 sheet of paper only), using (Arial 12 Font).
4.4 / Please provide examples of using local workforce and knowledge of the Swale Borough area.
(Please describe on a maximum of oneside A4 sheet of paper only), using (Arial 12 Font).
5 / TESTIMONIALS
Please provide details of three recent contracts that are relevant to the Council’s requirements. Where possible at least one should be from the public sector. If you cannot provide three references, please explain why.
Reference 1 / Reference 2 / Reference 3
5.1 / Customer
Organisation
(name and address)
5.2 / Customer contact name
5.3 / Contact e-mail address
5.4 / Customer contact phone number.
5.5 / Date contract awarded
5.6 / Contract reference and brief description.
5.7 / Value.
5.8 / Date contract was completed.
5.9 / Have you had any contracts terminated for whatever reason in the last three years, or any contracts where damages have been claimed by the contracting authority? / Yes / No
5.10 / If “Yes” please give details
6 / INSURANCE
Section Completion Notes:
- It is a requirement of the Contract that the levels of insurance set out below will be held by the Bidder awarded the Contract.
- Failure to confirm your organisation has these levels of insurance in place on the correct basis, or alternatively, that your organisation will undertake to put in place such levels of insurance (should it be awarded the Contract), on the stipulated basis for the duration of the Contract, may result in the elimination of your organisation from the procurement.
Insurance Policy / Value / Yes
We have these levels of insurance at the time of completing this PQQ / No
We do not currently carry this level of insurance but will provide it prior to award of contract. / No
We will not secure insurance to the stated level
6.1 / Employer’s Liability. / £10 million on an each and every claim or series of connected claims basis / Will be excluded
6.2 / Public Liability / £5 million on an each and every claim or series of connected claims basis / Will be excluded
7 / QUALITY ASSURANCE
7.1 / Does your organisation hold a recognised quality management certification, for example BS/EN/ISO 9000. / Yes / No
7.2 / If not, does your organisation have a quality management system*? / Yes / No
7.3 / If your organisation does not have a quality certification, or a quality management system, please explain why.
8 / HEALTH & SAFETY
8.1 / Does your organisation have a written Health and Safety Policy? (see notes at end of questionnaire) / Yes / No
8.2 / Does your organisation have a Health and Safety System? / Yes / No
8.3 / If “No”, to either of the above please explain why.
8.4 / The job title for the person who is responsible for H&S in your organisation.
8.5 / Does your organisation have up-to-date risk assessments and safety procedures in relation to the service specified? / Yes/No
9 / EQUALITY & DIVERSITY
9.1 / Does your organisation have a written Equality and Diversity Policy, to avoid discrimination? (Relevant to the size of your organisation) E.g. Equality Act 2010 / Yes / No
10 / ENVIRONMENTAL MANAGEMENT
10.1 / Does your organisation have an environmental management system*? / Yes / No
10.2 / If Yes to 10.1 above explain how you have used this to benefit your customers
10.3 / If No to 10.1 above explain the process used to ensure Environmental good practice.
10.4 / Does your company have a current waste carriers licence?
10.5 / Would your company use sub-contractors to carry/transport waste in association with the works required by Swale Borough Council?
11 / I declare that to the best of my knowledge the answers submitted in this questionnaire (and any supporting modules) are correct. I understand that the information will be used in the evaluation process to assess my organisation’s suitability to be invited to tender for the Authority’s requirement.
FORM COMPLETED BY
11.1 / Name.
11.2 / Position (Job Title).
11.3 / Date.
11.4 / Telephone Number.
11.5 / Signature.(Not typed)
APPENDIX A
STATEMENT RELATING TO GOOD STANDING – GROUNDS FOR OBLIGATORY EXCLUSION (IN ELIGIBILITY) AND CRITERIA FOR REJECTION OF CANDIDATES - in accordance with Regulation 23 of the Public Contracts Regulations 2006
We confirm that, to the best of our knowledge, the organisation named below is not in breach of the provisions of Regulation 23 of the Public Contracts Regulations 2006 and in particular that:
Grounds for mandatory rejection (ineligibility)
The organisation named below (or its directors or any other person who has powers of representation, decision or control of such organisation) has not been convicted of any of the following offences:
(a)conspiracy within the meaning of section 1 of the Criminal Law Act 1977 where that conspiracy relates to participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(b)corruption within the meaning of section 1 of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906;
(c)the offence of bribery;
(d)fraud, where the offence relates to fraud affecting the financial interests of the European Communities as defined by Article 1 of the Convention relating to the protection of the financial interests of the European Union, within the meaning of:
(i)the offence of cheating the Revenue;
(ii)the offence of conspiracy to defraud;
(iii)fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978;
(iv)fraudulent trading within the meaning of section 458 of the Companies Act 1985;
(v)defrauding the Customs within the meaning of the Customs and Excise Management Act 1979 and the Value Added Tax Act 1994;
(vi)an offence in connection with taxation in the European Community within the meaning of section 71 of the Criminal Justice Act 1993; or
(vii)destroying defacing or concealing of documents or procuring the extension of a valuable security within the meaning of section 20 of the Theft Act 1968;
(e)money laundering within the meaning of the Money Laundering Regulations 2003; or
(f)any other offence within the meaning of Article 45(1) of the Public Sector Directive.
Discretionary grounds for rejection:
The organisation named below (or its directors or any other person who has powers of representation, decision or control of such organisation)confirms that:
(a)being an individual is not bankrupt or has not had a receiving order or administration order or bankruptcy restrictions order made against him/her or has not made any composition or arrangement with or for the benefit of his/her creditors or has not made any conveyance or assignment for the benefit of his/her creditors or does not appear unable to pay or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of the Insolvency Act 1986, or article 242 of the Insolvency (Northern Ireland) Order 1989, or in Scotland has not granted a trust deed for creditors or become otherwise apparently insolvent, or is not the subject of a petition presented for sequestration of his/her estate, or is not the subject of any similar procedure under the law of any other state;
(b)Being a partnership constituted under Scots law has not granted a trust deed or become otherwise apparently insolvent, or is not the subject of a petition presented for sequestration of its estate;
(c)being a company or any other entity within the meaning of section 255 of the Enterprise Act 2002 has not passed a resolution or is not the subject of an order by the court for the company’s winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or has not had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is not the subject of the above procedures or is not the subject of similar procedures under the law of any other state;
(d)has not been convicted of a criminal offence relating to the conduct of his/her business or profession;
(e)has not committed an act of grave misconduct in the course of his/her business or profession;
(f)has fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the organisation is established;
(g)has fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established;
(h)is not guilty of serious misrepresentation in providing any information required of him under this regulation;
(i)in relation to procedures for the award of a public services contract, is licensed in the relevant State in which he/she is established or is a member of an organisation in that relevant State when the law of that relevant State prohibits the provision of the services to be provided under the contract by a person who is not so licensed or who is not such a member.
Where applicable, the Candidate is registered with the appropriate trade or professional register(s) in the EU member state where it is established (as set out in Annex IX B of Directive 2004/18/EC) under the conditions laid down by that member state[*].
Tick here to agree to the above contained within Appendix A
Signature
Position in organisation
Organisation's name
Date
* In the UK this condition is satisfied by registration with Companies House or a declaration on oath that the Candidate is carrying on business in the trade in question in the UK at a specific place of business and under a specific trading name.
At this stage the Council will be looking for evidence that:• Applicants have supplied all the required information
• There is no reason for excluding bids on eligibility grounds in accordance with Regulation 23 of the Public Services Contracts Regulations 2006.
Applicants are requested to complete all questions. If questions are not applicable to the Applicant, the Applicant should state ‘not applicable; and state the reason why the Applicant considers the question is ‘not applicable’.
Applicants should provide all necessary information to answer the questions.
The Council will evaluate responses to the Company Questionnaire in accordance with the criteria set out below:
We use a financial assessment company to provide a rating on the company’s financial position and financial risk rating which must reflect that the company’s financial standing is acceptable for this value of contract.
The Company’s Policies and Procedures and status, meet the standards required by the Council
All scored responses will be scored between a range of 0 (zero) and 5, based upon the content of the response:
0 / 1 / 2 / 3 / 4 / 5
No information supplied / Little evidence presented to suggest the applicant is able to comply with the minimum requirement of the contract / Some evidence presented to suggest compliance with minimum requirement of the contract / Adequate evidence presented to demonstrate compliance with minimum requirement of the contract / More than sufficient evidence presented to demonstrate compliance with minimum requirement of the contract / Significant evidence presented to demonstrate compliance with minimum requirement of the contract
The Council may reject any Applicant if the Council considers the Applicant’s response to be unsatisfactory in any of the following respects:
• Involvement of Directors, Partners or Associates in firms that have been liquidated or gone into receivership.
• Failure to keep proper and up-to-date records of all persons in the company’s employment.
• Failure to comply with statutory obligations
• Failure to satisfy the Council in terms of the financial health of the company
• Significant outstanding claims or litigations against the company that the Council may deem to affect the ability to provide the service.
• Consideration of the nature and implications of liquidated or ascertained damages against the company, or contract termination or failure to renew a contract.
• Implications and nature of notices or prosecutions by the HSE.
• Implications and nature of RIDDOR records.
• Inadequate insurance cover.
The specific areas in which the PQQ seeks information are described above. If any organisation scores below 3 for sections 3,4,5,6,7,8,9,10 they may not be invited to tender for the Authority’s requirements.
Explanatory Notes:
- *“system” means processes and procedures to ensure that the subject is properly managed. This includes making sure that legal requirements are met.
- Health and Safety Policies
Any business employing five or more people has, by law, to prepare and bring to the attention of employees a written Health and Safety Policy Statement.
A Health and Safety Policy usually consists of three distinct sections namely:
General Policy Statement – a short statement outlining the organisation’s commitment to Health and Safetysigned and dated by the senior organisation official (for example, the Managing Director).
Organisation – how the organisation addresses health and safety; lines of communication between managers and staff; and any specific duties/ responsibilities assigned within the organisation – this should be relatively straightforward for smaller organisations.
Arrangements – the systems and procedures in place for ensuring employees’ health and safety at work.
The Health and Safety Commission have issued a guidance pamphlet – “Writing a Safety Policy Statement - Advice to Employers” (ref.HSC6) =- which is available from Health and Safety Executive, Baynards House, 1 Chepstow Place, London W2 4TF, or from local offices of the HSE.
1
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