PROCUREMENT FORM 1

RFQ/TENDER AUTHORISATION

This RFQ/Tender Authorisation must to be completed/submitted by the Contract Responsible Officer, before any tender process commences or to take part in any national or collaborative contract. Services must ensure approval signatures prior to submission and any advertising or contact with potential suppliers. Once complete a copy must be submitted to the Service Accountant for financial sign off and only then the Legal Officer will issue a tender reference number that must be used on all correspondence.
All information fields MUST be completed. Incomplete forms will be rejected and returned for completion
DATE
TENDER REFERENCE NUMBER (issued by legal) / 2/6/
SERVICE REFERENCE (if applicable)
RFQ/TENDER TITLE
CONTRACT RESPONSIBLE OFFICER
“Responsible Officer” Is the person who has been granted an appropriate level of delegated authority to act on the Council’s behalf and is designated to deal with and be responsible for the procurement process and contract management throughout the duration of this contract.
NAME
SERVICE
LOCATION
CONTACT DETAILS
BUDGET HOLDER
CONFLICT OF INTEREST
Includes any situation where relevant staff members have, directly or indirectly, a financial, economic or other personal interest, which might be perceived to compromise their impartiality and independence in the context of the procurement procedure. / Yes No
CONTRACT RESPONSIBLE OFFICER SIGNATURE: / ......
This Section is only Completed if you wish to Participate or for the intention to participate for Works, Goods or Services from an acknowledged public sector agreement such as Scottish Procurement, Scotland Excel or a collaborative procurement agreement arranged through another public sector body.
If used then please use the Quick Quote process to detail all the suppliers you intend to invite to mini competition. If the National arrangement allows for a direct award please provide details in your Procurement form 2

NATIONAL CONTRACT AGENCY

NATIONAL CONTRACT - TITLE

NATIONAL CONTRACT - REFERENCE

NATIONAL CONTRACT - START DATE

NATIONAL CONTRACT - EXTENSION DATE

NATIONAL CONTRACT - END DATE

DIRECT AWARD OR MINI COMPETITION

/ Yes No

Demand Management.

/

Is this Purchase essential?

/ Yes No
Is this is a repeating Procurement / Yes No
Have you undertaken an options appraisal?
Please provide details. / Yes No
REASON FOR REQUEST TO TENDER / Date of Expiry of Existing contract (dd/mm/yyyy)
New Requirement
/ Yes No
Contract not fulfilled / Yes No
Other / * Enter details here *

Terms and Conditions (select only one as appropriate)
Clackmannanshire Council Terms and Conditions - Purchase of Goods
Clackmannanshire Council Terms and Conditions - Purchase of Services
Clackmannanshire Council Terms and Conditions - Purchase of Consultancy Services
Clackmannanshire Council Terms and Conditions - Purchase of IT Goods & Services
Works Contract - Measured Term Contract - MTC/Scot 2011 Edition
Works Contract - Minor Works Building Contract with Contractor Design MWD/Scot 2013 Edition
Other - please detail

RFQ/TENDER TO BE ADVERTISED

(All Clackmannanshire Council Contracts must be advertised on the Public Contracts Scotland Site) / Public Contracts Scotland.
http://www.publiccontractsscotland.gov.uk/ / Anticipated draft submitted to PCS Date
TYPE OF PROCEDURE BEING USED / National Contact with Competition / Yes No
RFQ Quick Quote £10,000 - £49,999 Goods and Services and Works Contracts
Procurement Journey 1 / Yes No
Dual Stage with (SPQQ) above £50,000 to £164,176 Goods, Services and Works Contracts
Procurement Journey 2 / Yes No
Single Stage with (SPQQ) above £50,000 to £164,176 Goods, Services and Works Contracts
Procurement Journey 2 / Yes No
EU Restricted (with ESPD) above £164,176 Goods and Services above £4,104,394 for Works Contracts
Procurement Journey 3 / Yes No
EU Open (with ESPD) above £164,176 Goods and Services above £4,104,394 for Works Contracts
Procurement Journey 3 / Yes No
EU Other- (with ESPD) above £164,176 Goods and Services above £4,104,394 for Works Contracts
Procurement Journey 3 / * Enter details here *
For All requirements above £50,000 you are required to provide the following documents before you can progress to tender. This includes National contracts for example: Scottish Procurement, Crown Commercial, Scotland Excel, LHC or HUBCO or any other Collaborative arrangement ie with any other Local Authority this list is not exhaustive
Documents should be included and attached to this form.

Contract Strategy Document

/ Yes No

Project Plan

/ Yes No
Risk and Issue Register / Yes No
Used for RFQ Quick Quote or National Contract Mini Competition
NAMES OF RFQ/TENDER CANDIDATES AND VALUES OF PROPOSALS
Enter the name of every company who you intend to offer the opportunity to quote.
NB: This is required to selected from public Contracts Scotland
Where possible please ensure that when you are selecting suppliers though the Quick Quote process that you include all Local suppliers that are available for your requirement.
Expand as required. / Candidate Names - Please ensure that all companies are registered on Public Contract Scotland
Local Supplier
Clackmannanshire
1 / Company Name
Address
Contact Name / Yes No
2 / Company Name
Address
Contact Name / Yes No
3 / Company Name
Address
Contact Name / Yes No
4 / Company Name
Address
Contact Name / Yes No
Selection Criteria - Sections
Selection Totals should equal 100% if used. / Please detail your Selection criteria if using a dual stage or single stage procedure to ensure candidates are suitably experienced to carry out the proposed works or services under the contract. Candidates who fail to pass the selection criteria would be excluded from further participation in your process and their award Submission will not be evaluated.
Section Description % Scored - If used / Description / % Scored - If used
A
B
C
D
THE ESPD QUESTIONNAIRE WILL ONLY BE USED FOR EU CONTRACTS
The questions in the ESPD are deliberately general, so that the form is the same every time. You cannot add or edit any questions in the ESPD (Scotland). You can only delete questions which are not relevant to your contract. Exclusions must be listed and selection criteria, including any minimum standards, set out in the contract notice.
Section / Description / % Scored - If used
A / Suitability
B / Economic & Financial Standing
C / Technical & Professional Ability
D / Quality Assurance & Environmental management standards
Overall Award Criteria
Award Criteria / %
Price Criteria / %
AWARD CRITERIA
Most economically advantageous tender
(a balance of quality and price); MEAT
INCLUDE THE PRICE QUALITY RATIO
The objective of any procurement exercise should be to achieve best Value for Money for the taxpayer. The Council can award contracts on the basis of the most economically advantageous tender. In determining the criteria for the award of contracts, purchasers CANNOT rely on price alone. This is because awarding contracts on the basis of the most economically advantageous tender allows the Council to balance the quality of the goods, services and works they are procuring against price and to frame specifications in a way which encourages innovation rather than defining the solution / SUB CRITERIA
MUST BE COMPLETED / CRITERIA Do not include price in the Award criteria this is picked up with the evaluation tool. / PERCENTAGE OUT OF 100% DOES NOT INCLUDE PRICE
%
%
%
%
%
%
%
TOTAL / 100%

The sustainable procurement duty requires that before a contracting authority buys anything, it must think about how it can improve the social, environmental and economic wellbeing of the area in which it operates, with a particular focus on reducing inequality. It also requires a contracting authority to consider how its procurement processes can facilitate the involvement of SMEs, third sector bodies and supported business and how public procurement can be used to promote innovation. It will require a contracting authority to be aware of how its procurement activity can be used to contribute to national and local priorities and to act in a way to secure this. To achieve this, procurement spend should be thought of in this context by all those involved including: external stakeholders, budget holders, commissioners and policy leads, in advance of the start of the formal procurement process.

SUSTAINABLE PROCUREMENT DUTY

For the purposes of this Act, the sustainable procurement duty is the duty of the Council before carrying out a regulated procurement, to consider how in conducting the procurement process it can: / You are required to provide details
Improve the economic, social, and environmental wellbeing of the authority’s area.
Facilitate the involvement of small and medium enterprises, third sector bodies and supported businesses in the process.
Small and medium enterprises SME's ” means businesses with not more than 250 employees
Promote innovation.

You must consider only matters that are relevant to what is proposed to be procured and, in doing so, consider the extent to which it is proportionate in all the circumstances to take those matters into account.

Third Sector: The third sector includes community groups, voluntary organisations, charities, social enterprises, co-operatives and individual volunteers that exist wholly or mainly to provide benefits for society or the environment.

References to the wellbeing of the authority’s area include, in particular, reducing inequality in the area.”

Wellbeing is explained in The Local Government in Scotland Act 2003 – Guidance on the Power to Advance Wellbeing and includes:

• economic factors such as the availability of suitable and high quality jobs, measures to encourage local small businesses, efficient and effective transport links, lifelong learning, training and skills development, the provision of infrastructure and new information and communication technologies, etc.;

• social factors such as the promotion of good quality and affordable housing, safe communities, the encouragement of the voluntary sector, looking after the needs of children and young people (particularly the most vulnerable), access to the arts or leisure opportunities, access to education, etc.;

• health-related factors such as the promotion of good physical, social and mental health and developing and promoting policies which have a positive impact on health outcomes, especially on health inequalities; and

• environmental factors such as the availability of clean air, clean water, clean streets, the quality of the built environment, the removal of objects considered hazardous to health, removal of disfiguring or offensive graffiti from buildings, protecting communities against the threat of climate change, freedom from a high risk of flooding, improving and promoting biodiversity and accessibility to nature.

COMMUNITY BENEFIT REQUIREMENTS - page 40 http://www.gov.scot/Resource/0049/00496919.pdf
What Community benefits are proposed for this project? –
Please detail.
Community benefits may be viewed as a subset of the sustainable procurement duty. While the Act has a specific threshold at which community benefits must be considered, application of the sustainable procurement duty means that community benefits may be achieved below this threshold.
A community benefit requirement is a contractual requirement imposed by the Council (a) relating to—
(i) training and recruitment, or
(ii) the availability of sub-contracting opportunities, or
(b) which is otherwise intended to improve the economic, social or environmental wellbeing of the Council's area in a way additional to the main purpose of the contract in which the requirement is included.
Where the Council proposes to carry out a regulated procurement in relation to which the estimated value of the contract is equal to or greater than £4,000,000. The Council must, before carrying out the procurement, consider whether to impose community benefit requirements as part of the procurement.
The Council must, in the contract notice relating to the procurement, include—
• a summary of the community benefit requirements it intends to include in the contract, or
• where it does not intend to include any such requirements, a statement of its reasons for not including any requirements.
Where community benefit requirements are included in a contract, the Council must include in the award notice a statement of the benefits it considers will be derived from those requirements.
What contract monitoring process will be used to monitor the above benefits
Please detail.
What parties are involved in the delivery of the proposed Community Benefits
Please detail.
Have Community Benefits been discussed with either:
Economic Development/Procurement/Sustainability/Client / Yes No

EXAMPLES OF COMMUNITY BENEFITS

• Targeted Recruitment and Training - offering individuals and young people training, apprenticeships, jobs and work experience as part of a contract.

• Supply Chain Initiatives - offering Small and Medium Enterprises and Voluntary Sector organisations opportunities to provide goods and/or services as part of a contract.

• Social Enterprise - where a local social enterprise can either be established to service a contract, or an existing social enterprise be supported to deliver on part of a contract.

• Community Consultation - giving the local community an opportunity to express an opinion and possibly influence the design and delivery of a project or service in an area.

• Young Person Engagement - giving young people in the area an opportunity to engage in a project. The engagement can range from young people learning about a project to giving them the opportunity to shape and influence a project thus giving them more say in and connection to the future of their area.

• Educational Support - giving school children an opportunity to learn about a project by providing educational presentations or arranging school visits.

• Community Endowment Fund/Development Trust - where a financial sum may be made available to implement projects that the community considers to be a priority. This often ensures ownership, participation and support at a very local level.

• Public Art Projects - a tangible project that a community can focus on and be involved in either as a standalone activity or part of a wider regeneration initiative.

• Local Events - local ownership of a project or service.

• Physical Infrastructure - often delivered by the private sector as part of a Section 75 agreement in relation to a planning consent. Examples would be infrastructure required to enable a new development to be implemented for example roads and footpath/cycleway improvements, schools and libraries and play areas and open space.

• Local Sponsorship - private companies are often asked to sponsor organisations local to the area in which they are developing/delivering a service.