PRE-QUALIFICATION QUESTIONNAIRE - Procurement …nlb.g2b.info/docs/PQQ_Cleaning_CLEAN_620_Rev_2._Fi… · Web viewPRE-QUALIFICATION QUESTIONNAIRE. ... in MS Word 2007 and is designed

Northern Lighthouse Board

PRE-QUALIFICATION QUESTIONNAIRE

TENDER FOR THE SUPPLY OF: OFFICE CLEANING SERVICES

REF: HQTR/CLEAN/0620OJEU REF: 2009/S 200-288185

Page 1 of 39Issue No: 1Revision No: 1Active Date: 28 September 13 October 2009

This PQQ has been created in MS Word 2007 and is designed to be completed electronically.

If you have downloaded this PQQ from our Buyer Profile can you please register your interest with Fiona Lynch, Commercial Manager by emailing [email protected]

You may wish to read NLB’s Procurement Guide and a copy can be found on our buyer profile http://nlb.g2b.info under the Buyer Profile/Other Information headings.

http://nlb.g2b.info/

mailto:[email protected]


1. IntroductionThis Pre-Qualification Questionnaire (“PQQ”) has been issued by the Commissioners of Northern Lighthouses operating as the Northern Lighthouse Board (NLB) in connection with a competitive procurement conducted in accordance with the Restricted Procedure under the Public Contract Regulations 2006.

This PQQ sets out the information required by NLB in order to assess the suitability of Potential Providers in terms of their technical knowledge and experience, capability/capacity, organisational and financial standing to meet the requirement. During the PQQ stage, the intention is to arrive at a short list of between [5]1 and [8] qualified Potential Providers for formal Invitation to Tender against the requirement as advertised in OJEU Notice 2009/S 200-28818520XX/s XX-XXXXX dated 14/10/2009XX.

Please be aware that if you are invited to tender, NLB may request to visit your premises, or undertake any appropriate action required as part of the tender evaluation and you may also be asked to attend an interview and make a formal presentation to the our project team.

No information contained in this PQQ, or in any communication made between NLB and any Potential Provider in connection with this PQQ, shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this PQQ. NLB reserves the right, subject to the appropriate procurement regulations, to change without notice the basis of, or the procedures for, the competitive tendering process or to terminate the process at any time. Under no circumstances shall NLB incur any liability in respect of this PQQ or any supporting documentation.

Direct or indirect canvassing of any NLB Commissioners, NLB staff, public sector employee or agent by any potential bidder concerning this requirement, or any attempt to procure information from any NLB Commissioner, NLB Staff, public sector employee or agent concerning this PQQ may result in the disqualification of the Potential Provider from consideration for this requirement.

The object of the qualification process is to assess the responses to the PQQ and select Potential Providers to proceed to the next stage of the procurement.

In assessing the answers to the following questions, NLB will be seeking evidence of the Potential Provider’s suitability to perform the services in terms of economic and financial standing, technical and professional ability. Qualification criteria will be a combination of both financial and non-financial factors and will be in accordance with Regulations 23 to 26 of the Public Contract Regulations 2006.

NLB will not reimburse any costs incurred by Potential Providers in connection with preparation and submission of their responses to this PQQ.

All information contained within this pre-qualification questionnaire (PQQ) will be used to inform NLB’s project team relating to this project alone.

Potential Providers are advised to answer all questions. While a lack of response may not preclude you from consideration, NLB will request no further information before the evaluation of responses and the issuing of the invitations to tender. Therefore it is in your interest to ensure that your submission is complete at the time of sending. You may provide additional information, if relevant, with your PQQ submission.

1 There should be at least 5 potential providers invited to tender, unless there are insufficient qualified applicants..



2. Background InformationThe Northern Lighthouse Board (NLB) is the General Lighthouse Authority responsible for the Aids to Navigation in the waters around, and the coastline of, Scotland and the Isle of Man. Our Head Office is based at 84 George Street, Edinburgh, EH2 3DA. We have a base in Oban and which supports our ships and buoy maintenance work; and provides facilities for helicopters together with business premises in the Northern Isles.

Under Section 193 of the Merchant Shipping Act 1995 NLB is appointed as the General Lighthouse Authority for Scotland and adjacent seas and islands and the Isle of Man, and under Section 195 is vested with the responsibility for the superintendence and management of all lighthouses, buoys and beacons.

NLB, within the area of jurisdiction for which it is the General Lighthouse Authority, has various powers and responsibilities in connection with the provision, maintenance, alteration, inspection and control of lighthouses, buoys and beacons, under Section 197 of the 1995 Act as amended. NLB also has Wreck Removal powers under Section 253 of the Act.

The principal maritime assets are multi function tenders (MFTs) with helicopter-operating capabilities, the tasks of which are to supply stores, fuel, water, materials, equipment and personnel to service, maintain, construct and repair various types of floating and fixed Aids to Marine Navigation. For further information please see our website: www.nlb.org.uk The Corporation of Trinity House (England, Wales, Channel Islands and Gibraltar) and the Commissioners of Irish Lights (the whole of Ireland) together with the Commissioners of Northern Lighthouses – operating as the Northern Lighthouse Board (NLB) - are the General Lighthouse Authorities (GLAs) with responsibility, subject to certain provisions, for the superintendence and management of “all lighthouses, buoys and beacons” throughout their respective geographical areas including “the adjacent seas and islands....” within and beyond territorial waters. In all, the GLAs provide some 1,200 traditional aids complemented by a mix of radio navigation aids for the safety of all mariners engaged in general navigation irrespective of who pays for the service, the size or type of the vessel, her equipment fit, the competence of her crew, or her flag.

Through an agreement with the Government of the Irish Republic the three GLAs provide an integrated network of Aids to Navigation around the British Isles. This discharges both the United Kingdom and Irish Governments’ obligation under the International Maritime Organization’s Safety of Life at Sea Convention.

The costs of the GLA’s services are met from the General Lighthouse Fund (GLF). The income to the GLF comes mostly from light dues which are charged on commercial shipping at United Kingdom and Republic of Ireland ports. There is no provision for Exchequer funding except in the Republic of Ireland and in relation to guarantees under the GLAs’ borrowing powers. The Secretary of State for Transport has a duty to ensure the effective management of the GLF and enable the adequate provision of aids to navigation at the minimum cost.

The Northern Lighthouse Board carries out the functions of the Commissioners of Northern Lighthouses who are constituted in terms of, and are given certain powers and duties by, Part VIII of and Schedules 8 and 9 tothe Merchant Shipping Act 1995. The subject matter of that Act is a reserved matter under Section 30 of and Schedule 5 to the Scotland Act 1998 and in terms of Section 29 of the Scotland Act 1998. The Board's affairs will continue to be subject to legislation passed by the United Kingdom Parliament. Ministerial responsibility will remain with the Department for Transport.

Under Section 193 of the Merchant Shipping Act 1995 NLB is the GLA for Scotland and adjacent seas and islands and the Isle of Man, and under Section 195 is vested with the responsibility for the superintendence and management of all lighthouses, buoys and beacons. Our Head Office is at 84 George Street, Edinburgh, EH2 3DA. We have a waterfront operating base in Oban on Scotland’s West Coast and it supports our ships and buoy maintenance work; and provides facilities for helicopters. We have smaller business premises in the Northern Isles.

The efficiency of our Aids to Navigation are measured against international standards set by the International Association of Marine Aids to Navigation and Lighthouse Authorities (IALA). IALA is a non profit, non governmental international technical association. IALA’s aim is to harmonize aids to navigation worldwide and


http://www.nlb.org.uk/


to ensure that the movements of vessels are safe, expeditious, cost effective and harmless to the environment.

Within its area of jurisdiction as a General Lighthouse Authority, NLB has various powers and responsibilities in connection with the provision, maintenance, alteration, inspection and control of lighthouses, buoys and beacons, under Section 197 of the 1995 Act as amended. NLB also has Wreck Removal powers under Section 253 of the Act. For further information please see our website: www.nlb.org.uk

.




[3.] The Requirement

Services are required by Northern lighthouse Board for Office Cleaning services are required for our office at 84 George Street, Edinburgh, EH2 3DA. The following schedule of requirements details the required services and their frequency. The services are required for the weekday Monday to Friday evenings to avoid disturbance to our day to day workactivities, the earliest starting time would be 16:30hrs (Supervisor) and 16:45hrs (Cleaning Staff) and actual starting times will be agreed with the successful contractor(s). Window cleaning services can be provided during normal working hours and this will also be agreed with the successful contractor(s).

The successful contractor(s) will must:- provide a maximum of 5 working staff, which will incorporatemust consist of 1 x Working Supervisor

and 4 x Cleaners. (No variance will be accepted to this staffing structure) The successful contractor(s) must also have the ability to provide a 30 1 (hour)m inute On Site

Response response (Weekdays Monday to Friday during office hoursrs) Time to the Boardour premises at 84 George Street for any issues that may arise.

The successful contractor(s) must ensure that any Shortfall of staff is replacedfull staffing compliment is always maintained with appropriate absence cover and any Absence absence is not covered to be cover by existing staff already allocated to this contract and counted within the headcount of 5.

Please note that the window cleaning services can be provided during normal working hours and this will also be agreed with the successful contractor(s).

Please note thatbe aware: -

Spot checks will be carried out by NLB to ensure activities timetable is adhered to and the correct service level is being achieved. NLB will provide black refuse sacks for use. These sacks must only be used for the uplift of refuse and refuse should only be put out for collection in these sacks.

Our requirements are divided into lots as follows:

Lot 1- Office Cleaning, 84 George Street, Edinburgh, EH2 3DALot 2- Window Cleaning, 84 George Street, Edinburgh, EH2, 3DA

Those invited to tender may tender for one or more both lots.



Lot 1 - Office Cleaning, 84 George Street, Edinburgh, EH2 3DA

General Housekeeping

Location Area of ServiceGeorge Street, Edinburgh Steps/Main Entrance/Reception AreaRose Street Lane North Ground Floor,1st Floor, 2nd Floor, 3rd Floor

Basement Staircase & Area OutsideLiftsAll Carpeted Office Type AreasToilets – including Workshop Area & Monitor CentreKitchen Points & Staff RoomCorridorsStairs & Landings (Excluding Concrete Staircase)Concrete StaircaseCigarette ReceptaclesDeep CleanFront Entrance/Stair Well & Cellar Area

Lot 2 - Window Cleaning, 84 George Street, Edinburgh, EH2, 3DA

Basement, Ground Floor,1st Floor, 2nd Floor, 3rd FloorGeorge Street, Edinburgh Window Cleaning – Internal

– External (Reach & Wash System)Rose Street Lane North Window Cleaning – Internal

– External (Reach & Wash System)

General HousekeepingSteps/Main Entrance/Reception Area Frequency

[1.] Thoroughly sweep using dust control method[2.] Spot mop/wash to remove spillage/soiling[3.] Mop using recommended cleaning agents for specific floored

surface. [4.] Vacuum entrance door matting and dust control mats[5.] Remove finger marks from front entrance doors[6.] Sweep/remove litter from external entrance doors & steps[7.] Waste Receptacles – empty content and transfer to disposal area[8.] Damp dust/dry polish Reception Furniture[9.] Damp dust/dry polish skirting, edges and ledges[10.] High dust using flick mop system walls, lights etc[11.] Damp dust/dry polish glass display/mirrors etc[12.] Brass plate clean with approved cleaner

DailyDailyTwice WeeklyDailyDailyDaily DailyDailyDailyDaily WeeklyDailyDaily

Basement Staircase & Area Outside

[1.] Sweep and remove all litter Daily

Lifts1. Dry polish interior surface of lift cars, doors, indicator panels etc.[2.] Vacuum floor coverings[3.] Remove debris and dust from door runners[4.] Damp dust/dry polish all metal surfaces

DailyDailyDailyDaily



All Carpeted Office Type Areas

[1.] Waste paper receptacles to be emptied into sacks and removed to disposal point

[2.] Damp dust/dry polish furniture, ledges, sills and other exposed surfaces up to hand height of 5’6’’

[3.] Vacuum floor coverings – spot vacuum where appropriate[4.] Damp dust/dry polish telephone handsets[5.] Remove finger marks from light switches, door viewer panels.[6.] Lightly dust (do not remove) ornate detail ornaments[7.] Damp dust/dry polish skirting, radiators, chair and table legs and

other low level surfaces[8.] Sanitise telephone handsets[9.] Vacuum upholstered furniture[10.] Remove marks from cabinets[11.] Damp wipe waste receptacles[12.] Damp wipe/dry polish pictures and mirror type display furniture[13.] Remove marks from painted surfaces where appropriate

Daily

Daily

DailyDailyDailyDailyWeekly

WeeklyWeeklyWeeklyWeeklyWeeklyWeekly

Toilets – including Workshop Area & Monitor Centre[1.] Remove waste and transfer to disposal points Daily[2.] Damp wipe waste receptacles and reline as required Daily[3.] Thoroughly wash and disinfect all sanitary ware, taps etc Daily[4.] Vacuum/sweep floor surfaces including edges Daily[5.] Thoroughly wash and disinfect floor surfaces Daily[6.] Remove finger marks from doors, partitions etc Daily[7.] Wash and chamois dry all mirror type surfaces Daily[8.] Damp wipe/dry polish all ledges, brightwork and towel cabinets

etcDaily

[9.] Replenish Stocks of toilet tissue, roller towels, soap etc. Daily[10.] Damp wipe/dry polish all ceramic type surfaces to hand height

5’6’’Weekly

[11.] Machine scrub/descale all floor surfaces Monthly[12.] Thoroughly wash all ceramic tiles to hand height 5’6” Monthly

Roller towels and toilet tissue must be replaced before the existing supply runs out.

Kitchen Points & Staff Room[1.] Waste paper receptacles to be emptied into sacks and removed

to disposal point, re-line as necessaryDaily

[2.] Sweep/vacuum resilient flooring Daily[3.] Thoroughly wash resilient flooring Daily[4.] Wash and leave clean sink and surrounding worktop areas Daily[5.] Staff Room:

Damp wipe/dry polish table surfaces Damp wipe external faces to cooking equipment Damp wipe/dry polish chair surfaces, table spurs etc.

DailyDailyWeekly

6. Damp wipe internal/external faces to waste receptacles Weekly All other general housekeeping duties as required.

Corridors 1. Sweep using dust control method all vinyl corridors Daily[1.] Thoroughly wash all vinyl floors Daily

3. Spray clean/machine burnish all vinyl corridors Twice Weekly 4. Damp dust/dry polish skirtings, edges etc Twice Weekly 5. Vacuum carpeted areas Daily



Stairs & Landings (Excluding Concrete Staircase)[1.] Sweep using dust control method Daily[2.] Spot/damp mop to remove spillage Daily[3.] Thoroughly wash all resilient floor surfaces Twice Weekly[4.] Damp dust/dry polish banister and sills and other exposed

surfaces to hand height 5’6”Daily

[5.] Remove marks from exit doors and viewer panels Daily[6.] Flick dust walls – where appropriate Monthly

Concrete Staircase

1. Weekly Clean Weekly

Rose Street Lane North[1.] Waste paper receptacles to be emptied into sacks and removed

to disposal pointAt least weekly

[2.] Damp dust/dry polish furniture, ledges, sills and other exposed surfaces up to hand height of 5’6’’

At least weekly

3. Vacuum floor coverings – spot vacuum where appropriate At least weekly 4. Damp dust/dry polish telephone handsets At least weekly 5. Remove finger marks from light switches, door viewer panels. At least weekly 6. Lightly dust (do not remove) ornate detail ornaments At least weekly

Cigarette Receptacles[1.] The receptacles must be emptied and damp wiped. Weekly

Recycled PaperRecycled paper receptacles to be emptied, relined and removed to disposal point Weekly

Deep Clean (to be costed separately)A full deep clean of all toilet and kitchen areas

Also wall/tiles including window frames cleaned to 5’6” to ceilingMonitor Centre KitchenA full clean of the main staircase including lift surrounds(Estimated time for completion would be 2 cleaners at 4 hours each.

MonthlyMonthlyMonthly

Front Entrance/Stair Well & Cellar AreaMonday Morning Only – 30 Minutes

[1.] Sweep/remove litter from external entrance doors & steps[2.] Sweep/remove litter from Stair Well & Cellar Area

Monday AMMonday AM



Lot 2 - Window Cleaning, 84 George Street, Edinburgh, EH2, 3DA

Window Clean ( Optional – to be costed separately)

All windows to be thoroughly cleaned. Successful Supplier to manage all aspects of this service. Service consist of:

No cradle work Outside Window Cleaning(No parking is available for the front of

the building after 07.00hrs) Inside Window Cleaning

Monthly

Quarterly



[4.] Contract Information This contract shall be agreement for the supply of office cleaning services. The contract may be awarded in whole or in part, however NLB reserve the right not to make an award. Any quantities referred to within this PQQ will be indicative and official order(s) will be issued for requirements during the contract period. If the contract is awarded to more than one supplier, NLB reserves the right to place contract orders with the Contractor of their choice.

This contract shall be let for a period of 3 (three) years with the option to extend for up to a further 1 (one) years. The contract shall commence on March 2010. These dates are approximate and will depend on final contract arrangements etc.

3.[5.] Time tableSet out below is the proposed procurement timetable. This is intended as a guide and, whilst the NLB does not intend to depart from the timetable, it reserves the right to do so at any time.

Date or [Target Date]

Activity

14 October 200930 September 2009

OJEU notice published with PQQ made available to Potential Providers.

14 October 200930 September 2009

Issue PQQ

20 November 2009 Fri 6 November 2009

PQQ Return Date [see Public Contract Regulations 2006 for timescales]

11 December 2009 Thu 26 November 2009

Evaluation of PQQs completed

14 December 2009Fri 27 November 2009

Invitation to tender issued to qualified Potential Providers

05 February 2010Wed 20 January 20092010

Tender Return Date

21 February 2010 Fri 19 February 20092010

Evaluation of tenders completed.

21 February 2010Fri 19 February 20092010

Alcatel 10 working day standstill period with issue of letter of intent

06 March 2010 Mon 1 March 20092010

Contract Award. (anticipated or estimated dates)

09 March 2010Fri 5 March 20092010

Contract commences (anticipated or estimated dates)


http://www.ogc.gov.uk/documents/Intro_to_EU.pdf


[6.] NLB’s Named Contact PointThe Authority’sNLB’s named contact point for the procurement is:

Mrs Fiona Lynch Commercial ManagerNorthern Lighthouse Board84 George StreetEdinburghEH2 3DA

Direct Line: 0131 473 3131Fax: 0131 473 2436Email: [email protected]

Please do not hasten progress of your application, you will be notified as soon as possible of the outcome of the exercise.

4.[7.] Instructions for CompletionYou are invited to complete the attached PQQ and to submit it, together with any requested supporting information, to NLB by the deadline for return in accordance with the procedures set out in the paragraph below entitled “Submission of Completed Pre-Qualification Questionnaires”.

Potential Providers should follow the instructions outlined below when completing this PQQ and should answer all questions as accurately and concisely as possible in the same order as the questions are presented. Where a question is not relevant to the Potential Provider’s organisation, this should be indicated, with an explanation. Questions should be answered in English. The information supplied will be checked for completeness and compliance with the instructions before responses are evaluated.

Failure to provide the required information, make a satisfactory response to any question, or supply documentation referred to in responses, within the specified timescale, may mean that a Potential Provider is not invited to participate further. In the event that none of the responses are deemed satisfactory, NLB reserves the right to terminate the procurement and where appropriate re-advertise the procurement.

Potential Providers must be explicit and comprehensive in their responses to this PQQ as this will be the single source of information on which responses will be scored and ranked. Potential Providers are advised neither to make any assumptions about their past or current supplier relationships with NLB nor to assume that such prior business relationships will be taken into account in the evaluation procedure.

[8.] Queries about the procurementAll requests for clarification or further information in respect of this PQQ should be addressed to NLB’s named contact point. No approach of any kind in connection with this PQQ should be made to any other person within, or associated with, NLB.This PQQ is being provided on the same basis to all Potential Providers and NLB will not enter into detailed discussion of the requirements at this stage.

Any questions about the procurement should be submitted in writing by email, letter or fax for the attention of Fiona Lynch, Commercial Manager at the address given in paragraph 6 above. If NLB considers any question or request for clarification to be of material significance, both the question and the response will be communicated, in a suitably anonymous form, to all Potential Providers who have responded; have expressed an interest; or those that show an interest before the closing date for the submission of the PQQ. All




responses received and any communication from Potential Providers will be treated in confidence but will be subject to this paragraph.



[9.] Additional Information

NLB expressly reserves the right to require a Potential Provider to provide additional information supplementing or clarifying any of the information provided in response to the requests set out in this PQQ. The AuthorityNLB may seek independent financial and market advice to validate information declared, or to assist in the evaluation.

5.[10.] Consortia and sub-contracting Where a consortium or sub-contracting approach is proposed, all information requested should be given in respect of the proposed prime contractor or consortium leader. Relevant information should also be provided in respect of consortium members or sub-contractors who will play a significant role in the delivery of services or products under any ensuing contract. Responses must enable NLB to assess the overall service proposed.

Where the proposed prime contractor is a special purpose vehicle or holding company, information should be provided about the extent to which the SPV/holding company will call upon the resources and expertise of its members to fulfil the Requirement.

NLB recognises that arrangements in relation to consortia and sub-contracting may be subject to future change. Service providers/suppliers should therefore respond in the light of such arrangements as are currently envisaged. Potential Providers are reminded that any future change in relation to consortia and sub-contracting must be notified to NLB so that it can make a further assessment by applying the selection criteria to the new information provided.

Details should also be provided in relation to the proportion of any contract awarded that the Potential Provider proposes to subcontract.

6.[11.] Potential Provider contact pointPotential Providers are asked to include a single point of contact in their organisation for their response to the PQQ. NLB will not be responsible for contacting the Potential Provider through any route other than the nominated contact. The Potential Provider must therefore undertake to notify any changes relating to the contact promptly.

7.[12.] Freedom of Information Act 2000*The Northern Lighthouse Board is a public authority in terms of the Freedom of Information Act 2000 and is under a duty to disclose information relating to all contracts it enters into with third parties with the exception of information of which the disclosure (a) would constitute an actionable breach of confidence owed to the party providing the information; or (b) would be likely to prejudice the commercial interests of the party providing the information. This also applies to information supplied to us during the pre-qualification process. Our scheme for disclosing information is available from our website at www.nlb.org.uk

In respect of any information submitted by a Potential Provider that it considers being commercially sensitive the Potential Provider should:

1. clearly identify such information as commercially sensitive;2. explain the potential implications of disclosure of such information; and3. provide an estimate of the period of time during which the Potential Provider believes that such

information will remain commercially sensitive.

Please submit responses to 1, 2 or 3 as an Annex with the completed PQQ.

Where a Potential Provider identifies information as commercially sensitive, NLB will endeavour to maintain confidentiality. Potential Providers should note, however, that, even where information is identified as commercially sensitive, NLB might be required to disclose such information in accordance with the FoIA. Accordingly, NLB cannot guarantee that any information marked ‘commercially sensitive’ will not be disclosed.




[13.] Submission of Completed Pre-Qualification QuestionnairesThe closing date for receipt of expressions of interest is Friday 20 November Friday 20 November 2009 at 14:00 hours. Email and Facsimile copies will only be accepted if the original is received within two working days of this deadline. It is in your interest to ensure that all the information requested is provided in your PQQ submission and that your submission reaches us by the closing date.

Whilst PQQs must be returned in hardcopy using the label provided, you can also email your PQQ submission to [email protected] if you wish to ensure delivery before the deadline. Please put “PQQ Ref: HQTR/CLEAN/0503 0620 as the subject of the email. We have no limit on the size of email received however to ensure that there are no receipt problems please limit email size to no more than 10 Mb and there is no limit on the number of emails sent. We can receive emails in most formats and Word, Excel and PDF are preferable. Other types of file especially Zip files or encrypted file may cause problems and could hamper the delivery of your ITT. This email box is only opened following the deadline and the above procedure still applies. PQQs received after the closing date will not be considered.

Completed Pre Qualification Questionnaires should be forwarded using the label provided to:

Director of FinanceCommercial Manager Northern Lighthouse Board84 George StreetEdinburghEH2 3DAUnited Kingdom

Direct Line: 0131 473 3130Fax: 0131 473 2436Email: [email protected]





8.[14.] Provider SelectionNLB may disqualify any Potential Provider who fails to:

1. Comply with the requirements of Regulation 23 and/or fails to certify on the Statement of Good Standing that it has fulfilled these requirements

2. Provide a satisfactory response to any questions in the PQQ or inadequately or incorrectly completes any question

3. Submit its completed PQQ before the deadline

The Potential Providers who are not disqualified in accordance with the above grounds shall be evaluated on the qualification criteria which take into account the economic and financial standing and the technical and professional ability of the Potential Provider and are in accordance with Regulations 23-26 of the Public Contracts Regulations 2006 (as amended from time to time). A shortlist of Potential Providers will be drawn up and they will be eligible to participate further in the procurement process.

NLB may seek independent financial and market advice to validate information declared or to assist in the evaluation. Reference site visits or demonstrations and/or presentations are unlikely to be requested at this stage but NLB reserves the right to request the same as a part of the PQQ process.

Where a Potential Provider has a valid reason for being unable to provide the information requested in relation to economic, financial and insurance matters, the other information considered appropriate by NLB will be accepted.

9.[15.] Invitation to Tender PQQ Selection Criteria

The following criteria and weightings shall be used to assess the Pre-Qualification Questionnaires received with a view to forming a short list of suppliers to be invited to tender:

Economic and Financial Standing 20%

Criteria WeightingFinancial Viability based on Z-score and Dun & Bradstreet Risk of Business Failure

6.0

Insurance 4.0

Technical 50%

Criteria WeightingTechnical ability to perform 0.4Statement of technical services 0.2Statement of facilities 0.2Professional body registration 0.1Referees x 3 and previous contracts 0.1

Good Standing 30%

Criteria WeightingStatement of Good Standing 0.25Health & Safety 0.25Quality Assurance/ Quality plan details if not accredited 0.2Environmental Issues 0.1Disputes 0.1Equality 0.1


fional, 30/09/09,

It would be easier to add the evaluation matrix as an appendix to show the full thing – see Heliops PQQ for an example.

http://www.opsi.gov.uk/si/si2006/uksi_20060005_en.pdf

http://www.opsi.gov.uk/si/si2006/uksi_20060005_en.pdf


10.[16.] Contract Award CriteriaThe full and final criteria will be published in the Invitation to Tender Documentation. NLB reserves the right to award the contract in whole or in part and to make no award of contract if necessary.



Pre-Qualification Questionnaire for Cleaning Services

1. Organisation Details 1.1. Full legal name, address and website of the Potential Provider in whose name the tender will be

submitted (the Prime or Single contractor):

Company Name

Address

Town/City

Postcode

Country

Website (if any)

1.2. Name, position, telephone number and e-mail address of main contact for this project.

Name

Position

Telephone Number

Fax Number (if available)

E-mail (if available)

1.3. Current legal status of the Potential Provider (e.g. partnership, private limited company, etc.)

Please(tick one

box)

Sole Trader

Partnership

Public Limited Company

Private Limited Company

Other (please state)



1.4. Date and place of formation of the Potential Provider and, if applicable, registration under the Companies Act 2006.2 Please provide copies of Certificates of Incorporation (where appropriate) and any changes of name, registered office and principal place of business.

Date of formation

Place of formation

Date of registration

Company registration number

Certificates enclosed YES / NO (please delete)

Registered Office

Principal place of business

1.5. Ownership structure

a) Full legal name and address of Parent Company if applicable:

Company Name

Address

Town/City

Postcode

Country

Company registration number 3

2 Potential Providers established outside the United Kingdom may provide equivalent information. For a list of acceptable equivalent information please refer to in Regulation 23(7) of the Public Contracts Regulations 2006.3 Or, for parent companies established outside the United Kingdom, equivalent information as set out in Regulation 23(7) of the Public Contracts Regulations 2006.



b) Full legal name and address of (ultimate) Parent Company if applicable:

Company Name

Address

Town/City

Postcode

Country

Company registration number4

c) If the Potential Provider is a division or subsidiary, what is its relationship with the Parent Company (ownership, directorship, authority, etc)

Relationship

d) Please provide a one-page chart illustrating the ownership structure of the Potential Provider including relations to any parent or other group or holding companies.

Ownership structure enclosed (please tick √)

1.6. Please provide a brief history of the Potential Provider’s organisation.

Brief history of the Potential Provider’s organisation, no more than 400 words, including details of any parent and associated companies and any changes of ownership over the last 5 years including details of significant pending developments, changes in financial structure or ownership, prospective take-over bids, buy-outs and closures, etc which are currently in the public domain.

4 Or, for parent companies established outside the United Kingdom, equivalent information as set out in Regulation 23(7) of the Public Contracts Regulations 2006.



1.7. Is the Potential Provider a consortium joint venture or other arrangement? If so, and if it is available, please provide details of the constitution and percentage shareholdings. (Please refer to the paragraph Consortia and subcontracting in the Introduction to this PQQ)

Consortium YES / NO (please delete)

If yes please complete the table below

OrganisationPercentage shareholding

1.8. Registration with professional body

Where applicable, is the Potential Provider 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 state5).

Evidence of registration with appropriate professional/trade bodyEither insert required details or state ‘None’

1.9. Charities or Housing Association or other Registration number (if this applies). Please specify registering body.

Registering body

Registration number

1.10. VAT registration number

VAT Registration number

1.11. Please provide a Company organisational structure diagram.

5 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.



2. Subcontracting and consortiaAll Potential Providers should answer question 2.1. Where a Potential Provider at this stage of the process intends to sub-contract they should also answer questions 2.2 and 2.3 below. Where a Potential Provider becomes aware of the intention to subcontract at later stages in the procurement they are required to notify the AuthorityNLB of this and provide the information requested below at that time. Where a Potential Provider is a consortium they should indicate which members are proposing to deliver the services.

2.1. Please tick the box below which applies

a) Your organisation is bidding to provide the services required itself (if ticked, go to question 3)b) Your organisation is bidding in the role of Prime Contractor and intends to use third parties to provide some servicesc) The Potential Provider is a consortium

2.2. If your answer to 2.1 is (b) or (c) please indicate in the table below (by inserting the relevant company/organisation name) the composition of the supply chain, indicating which member of the supply chain (which may include the Potential Provider itself or solely be the Potential Provider) will be responsible for the elements of the requirement.

Requirement Company / OrganisationHow much of the requirement and what will they directly deliver (%)

2.3. If your answer to 2.1 is (b) and you are unable to confirm all sub-contractors (complete supply chain) at this stage, you will need to demonstrate a satisfactory methodology and track record of delivering a supply chain. Please give a brief outline on policy regarding the use of sub-contractors and, if applicable, the extent to which it is envisaged they may be used in any contract.

Methodology for procuring supply chain ([300] words or fewer)



3. Capability3.1. Please provide details of the Potential Provider’s principal areas of business activity, main products and

services

Brief Description of the Potential Provider’s primary business and main products and services.

3.2. Please provide details of the Potential Provider’s staff numbers. Please provide details of the average annual numbers of both staff and managerial staff over the previous 3 years.

Staff numbers

Managerial Staff

3.3. If there are any areas where there may be or has the potential to be a conflict of interest (whether now or during the contract period) please declare these, giving full details.

Conflict of Interest Details

Does this have any potential to cause a conflict of Interest?

Yes/No



3.4 Please provide information relating to the Potential Provider’s experience of contracts for similar goods, services or works?

Potential Providers should provide details of up to three significant private or public sector contracts for the supply of goods, services or works which it has performed. Contracts for the supply of goods or services should have been performed during the past three years. Works contracts may be from the past five years.

Information should not be given about contracts performed by any envisaged supply chain member or sub-contractor.

The contracts should have been for goods, services and/or works similar to those outlined in the Requirement.

Potential Providers should ensure that the companies listed would be willing to provide a reference for them and be willing to discuss the Potential Provider’s performance with the AuthorityNLB. The Authority

NLB reserves the right to contact any or all of these companies for a reference and may wish to visit their premises.

(Where the Potential Provider is a special purpose vehicle and not intending to be the main provider of the goods or services, the information requested should be provided in respect of the principal intended provider of the goods or services.)

Customer name and address

Contact name, telephone number and email address

Date contract awarded plus, start and finish dates

Contract reference and brief description of requirements undertaken (and value of contract)

Certificate of Acceptance6/ Completion attached? (Y/N)

Names of supply chain members (sub contractors) and/ or consortium members and their role

1. 2. 3.

3.5 Please provide details of the technicians or technical services available to the Potential Provider to carry out the works or provide the goods or services including the ability to provide a 30 minute1 hour On Site Response Time to the Board premises for any issues that may arise, particularly those involved with quality control, whether or not they are independent of the Potential Provider.

Statement of technical services and technicians available to the Potential Provider

6 The certificate of acceptance is a document which contains evidence of confirmation that the particular contract was completed.



3.6 In relation to the requirement please provide details of the Potential Provider’s available technical facilities, study and research facilities, tools, plant and technical equipment.

Statement of available facilities

3.7 Where the requirement is for the supply of services or works and the Potential Provider is an individual please provide details of the educational and professional qualifications of:

Potential Provider

The Potential Provider’s managerial staff, if any

The one or more persons who would be responsible for providing the services or carrying out the works.

3.8 Please provide details of the Potential Provider’s technical ability to perform the contract, including details of skills, efficiency, experience and reliability relevant to the contract.

Details of the Potential Provider’s technical ability

3.9 Please provide details of the Potential Provider’s measures for ensuring quality in relation to the goods to be sold or hired or the services provided under the contract.

Details of the Potential Provider’s measures to ensure quality such as Quality Management systems



4. Financial

4.1 Please provide the following financial information or an explanation as to why the Potential Provider cannot provide this information

[a)] A copy of the most recent audited accounts for your organisation that cover the last thretwoe years of trading or for the period that is available if trading for less than three years.a)[b)] A statement of the organisation’s turnover, Profit & Loss and cash flow position for the most recent full year of trading (or part year if full year not applicable) and an end period balance sheet, where this information is not available in an audited form at (a).b)[c)] Where (b) cannot be provided, a statement of the organisation’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position.c)[d)] If the organisation is a subsidiary of a group, (a) to (c) are required for both the subsidiary and the ultimate parent company. Where a consortium or association is proposed, the information is requested for each member company. d)[e)] A separate statement of the organisation’s turnover that relates directly to the supply of this service for the past two years, or for the period the organisation has been trading (if less than two years).

4.2 Parent company and/or other guarantees of performance and financial standing may be required if considered appropriate as well as confirmation of the organisation’s willingness to arrange for a guarantee or a performance bond.

Where the potential provider is dependant financially on a parent company to support its application for this procurement, it must indicate in the box below whether a Parent Guarantee is available if requested.

Where required, Parent Guarantee Available?

YES / NO (please delete)



4.3 Name and address of principal banker.

Bank Name

Address

Town/City

Postcode

If requested, would you be willing to provide a Banker’s reference? YES/NO

5 Insurance

Please provide evidence of the employers' liability, public liability insurance [and professional liability or indemnity if appropriate] insurance held by the Potential Provider. The evidence should include the name of the insurers, policy numbers, expiry dates and limits for any one incident and annual aggregate caps and the excesses under the policies.

5.1 Employers’ liability insurance

Name of insurer

Address

Type of insurance

Policy numbers

Expiry date

Limits of indemnity (per occurrence and aggregate)

Excess (if any)



5.2 Public liability insurance

Name of insurer

Address

Type of insurance

Policy numbers

Expiry date


Excess (if any)

5.3 Other insurance (please provide details)

Name of insurer

Address

Type of insurance

Policy numbers

Expiry date


Excess (if any)



6. Disputes 6.1 Is there any material pending or threatened litigation or other legal proceedings connected with similar projects against the Potential Provider and/or any of its named supply chain members (sub-contractors) that may affect delivery of this project?

a)

Legal proceedings pending YES / NO (please delete)

b) If you have answered ‘Yes’ to 6.1(a) please give an explanatory statement:

Brief statement (300 words or fewer)Either insert required details or state ‘None’

6.2 Has there been any material litigation or other legal proceedings connected with similar projects against the Potential Provider and/or any of its named supply chain members (sub-contractors) that may affect delivery of this project in the last three years?

a)

Legal proceedings YES / NO (please delete)

b) If you have answered ‘Yes’ to 7.3(a) please give an explanatory statement:

Brief statement (300 words or fewer)Either insert required details or state ‘None’



7. Additional Information

7.1 Quality Assurance

Does your organisation hold a recognised Quality Management System certification from an independent body attesting conformity to quality assurance standards based on the relevant European standard or equivalent standard? For example BS/EN/ISO 9000 or equivalent?

Yes/No

If so, please provide a copy of the certificate

If not, does your organisation have a quality management system? If so, please attach an outline of the system. If not, please explain why.

Yes/No

7.2 Health and Safety

If you answer No to any of these questions please explain why.

If invited to tender you will be asked to provide more detailed H&S information and copies of documentation etc

Is your organisation legally obliged to have a Health and Safety Policy? Yes/No

Does your organisation make sure it complies with the Health and Safety at Work Act 1974?

Yes/No

Does your organisation have a written Health and Safety Policy? Yes/No

Does your organisation train its staff in Health and Safety? Yes/No

Please provide details of:- Your accident and incident record including RIDDOR records

(Reporting of Injuries, Disease and Dangerous Occurrences Regulations 1995)

Any HSE, Local Authority Improvement, Prohibition Notice or other warning letter or notice issued to you within the past three years.

If you have had any such Notices or warnings how have things been put right to prevent this happening again.

Health and Safety – Construction Only

Does your organisation make sure your managers and supervisors understand the duties under the CDM Regulations 2007 (Construction (Design and Management) Regulations 2007

Yes/No

Are you a member of the CHAS (Contractors Health and Safety Assessment Scheme) or equivalent? (If yes, please supply details and registration number)

Yes/No


http://www.chas.gov.uk/


7.3 Environmental Issues

7.4 EqualityIf you do not have such a policy or training please explain why.

Is it your policy as an employer to comply with all Equality related legislation, and is it your policy not to treat any one group of people less favourably than others because of their age, disability, gender, race, religion/belief or sexual orientation?

Yes/No

In the last three years has any finding of unlawful discrimination been made against your organisation by any court or industrial or employment tribunal?

Yes/No

Does your organisation have a written Equality Policy? Yes/No

Does your organisation train its staff in Equality and Diversity issues? Yes/No

Ethical Procurement Please provide details of your ethical procurement policies including supply chain management. If you do not have such a policy please explain why.

Sustainable Development Please provide details of your sustainable development policy. If you do not have such a policy please explain why.

Data Security ICT compliance with Data Security ISO 27001, minimum government standards etc

7.5 Corporate Social Responsibility (CSR)

If you do not have such a policy please explain why.Page 30 of 39

Issue No: 1Revision No: 1Active Date: 28 September 13 October 2009

If you do not have such a system please explain why

Do you operate a documented environmental management system? Yes/No

Is this system certified by an independent body attesting conformity to environmental management standards based on the Community Eco-Management and Audit Scheme or the relevant European or International standards or equivalent, and which NLB may apply to the contract?Please include a copy of applicable certificates

Yes/No

If you do which of the following statements best describes it? (Please tick box)

A) It has effective management processes and procedures to manage the significant environmental impacts of our business.

B) It defines the significant environmental impacts of our business but only has plans for the introduction of effective management processes and procedures.

C) It only identifies the environmental impacts of our business.

D) None of the above.


Does your organisation have a written CSR Policy? Yes/No



STATEMENT RELATING TO GOOD STANDINGSTATEMENT 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 amended)

PROJECT TITLE: TENDER FOR THE SUPPLY OF: OFFICE CLEANING SERVICES

We confirm that, to the best of our knowledge, the Potential Provider is not in breach of the provisions of Regulation 23 of the Public Contracts Regulations 2006 (as amended) and in particular that:

Grounds for mandatory rejection (ineligibility)The Potential Provider or its directors or any other person who has powers of representation, decision or control of the named 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 (as amended);

(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 (as amended);

(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 or section

993 of the Companies Act 2006;(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 Money Laundering Regulations 2007; or

(f) any other offence within the meaning of Article 45(1) of Directive 2004/18/EC as defined by the national law of any relevant State.

Organisation’s name

Signed

Position

Date



Discretionary grounds for rejectionThe Potential Provider confirms that it:

(a) being an individual is not bankrupt or has not had a receiving order or administration order or bankruptcy restrictions order made against him or has not made any composition or arrangement with or for the benefit of his creditors or has not made any conveyance or assignment for the benefit of his 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 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, nor 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 similar procedures under the law of any other state;

(d) has not been convicted of a criminal offence relating to the conduct of his business or profession;

(e) has not committed an act of grave misconduct in the course of his 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 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.


Signed

Position

Date



Other Grounds for Disqualification Incomplete PQQ Late submission of PQQ Incorrect, or changes to, information supplied in PQQ Lack of confidentiality Undeclared collusion with other companies – the form on Page 26/27 must be fully completed. If you wish

to make any declaration of intent please ensure this information is provided with your submitted PQQ. Failure to follow instructions given in PQQ Incomplete PQQ – this includes not providing all the information requested, not returning the correct

documents, insufficient information provided and failure to sign the documents within the PQQ. Late submission of PQQ Incorrect, or changes to, information supplied in PQQ Lack of confidentiality Undeclared collusion with other companies – the form on Page 2934/3035 must be fully completed. If you

wish to make any declaration of intent please ensure this information is provided with your submitted PQQ.

Failure to follow instructions given in PQQ Conflict of Interest



DECLARATION OF NON-COLLUSION1. The Supplier certifies to the Northern Lighthouse Board that this is a bona fide offer of services,

intended to be competitive, and that this offer of services has not been affected by any arrangement or agreement with any other person(s), firm(s) or company/(ies). The Supplier certifies that it has not (nor has any employee, agent, officer or representative of the Supplier), at any time prior to the time and date set for return of this tender:

1.1. communicated to any third party/(ies) (nor will it or any employee, agent, officer or representative of the Supplier) communicate to any third party between the time of the Supplier’s submission of its tender and the date of the award of any contract pursuant to the Invitation to Tender the nature or detail of the Supplier’s offer of services in respect of the Invitation to Tender (including without limitation proposed tender responses, service and service delivery elements, personnel, data, know how, trade secrets, prices and/or pricing structure, except where such disclosure was necessary to obtain insurance cover or sureties to support the offer;

1.2. entered into any agreement, formal or informal, with any third party, whereby the Supplier has agreed or arranged to refrain from offering services pursuant to the Invitation to Tender, or to collude as to the nature of the offer to be submitted;

1.3. offered or made any inducement to any third party with a view to affecting the propriety of the tendering process in any way; nor will it make or offer any such inducements.

2. The Supplier declares that the services offered are/are not* affected by any prospect of a subsidy or other assistance from government or other public authority.

2.1. Details of subsidy or other assistance from government or other public authority are as follows+;

* delete as appropriate+ provide details of scheme, source of funds and amount

2.2. The Supplier certifies that any such subsidy or any other assistance from government or other public authority is fully compliant with all relevant national and European competition law.

3. The Supplier confirms that it has not acted in any way, which is, or could reasonably be regarded as, in restraint of free competitive bidding in respect of the Supplier’s response to the Invitation to Tender.

4. The Supplier shall ensure that its employees, agents, officers and representatives are made aware of the nature of this declaration and the Supplier shall ensure that such persons adhere to this declaration as if they had individually granted it.

5. The officer signing this declaration on behalf of the Supplier confirms that it has done so after making due, careful and diligent enquiry in respect of the responses contained herein.

6. This declaration shall be governed in all respects and construed in accordance with Scots Law.


Signed

Position

Date



Questionnaire Completed byI declare that to the best of my knowledge the answers/information submitted in this PQQ (and supporting documents) 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 NLB’s requirements and understand the reasons why my PQQ may be disqualified.

Name:

Position:

For and on behalf of:

Telephone

Mobile

Fax

Email

Website

Signature: Date:

Further informationIf you have any queries regarding this project please do not hesitate to contact Fiona Lynch, Commercial Manager, Direct Line: 0131 473 3131 Fax: 0131 473 2436 Email: [email protected]

Add the label to the last page so we can up load this





Annex I


Tender No: ____ HQTR/CLEAN/0620__

To arrive no later than 14:00 hours

On Friday 20 November 2009

Notes:1. The envelope to which this is attached must not

bear any indication of the tenderer’s name.

2. It is the tenderer’s responsibility to ensure that the tender is delivered by the due deadline: should a tender arrive late, a date stamp produced by a franking machine is not acceptable as proof of the date of posting, when considering admissibility.

Director of FinanceNorthern Lighthouse Board84 George StreetEDINBURGHEH2 3DA

PQQ

Postage must be

paid

Documents

PRE-QUALIFICATION QUESTIONNAIRE - Procurement …nlb.g2b.info/docs/PQQ_Cleaning_CLEAN_620_Rev_2._Fi… · Web viewPRE-QUALIFICATION QUESTIONNAIRE. ... in MS Word 2007 and is designed