20maintenance%20services%20%20pqq

Pre-Qualification QuestionnaireNWDA00234a

Landscape Maintenance Services

RETURN DATE FOR SUBMISSIONNot later than 12.00 noon on 07/12/09

Issued 29/10/09

Document Name: Landscape Maintenance Services PQQDocument Number: 626516 of 24

CONTENTS

1. INTRODUCTION AND BACKGROUND

1.1 Purpose of the document

1.2 Scope of the requirement

1.3 Objectives of the requirement

1.4 Outline timetable for the procurement

1.5 Consortia and sub–contracting

1.6 Queries about the procurement process

1.7 Supplier/organisation contact point

2. EVALUATION APPROACH

2.1 Procurement Process

2.2 Evaluation Criteria

3. INSTRUCTIONS FOR THE RETURN OF THE COMPLETED PQQ DOCUMENTATION

3.1 Instructions for Completion

3.2 Important Notices

3.3 Freedom of Information legislation

4. PRE-QUALIFICATION QUESTIONNAIRE

A. Organisation identity

B. Organisation information

C. Compliance with EU legislation/UK procurement legislation

D. Quality assurance

E. Financial and economic capacity

F. Insurance

G. References

H. Disputes

I. Business capability

J. Technical capacity

K. Prime Contractor/Subcontracting

L. Conflict of Interest

APPENDIX A – Public Contracts Regulations 2006 – Extract Section 23 Document Name: Landscape Maintenance Services PQQDocument Number: 626516 of 24

1. INTRODUCTION AND BACKGROUND

1.1 Purpose of this document

1) This Pre Qualification Questionnaire (PQQ) is the first stage of the tender process and responses to this PQQ will enable the Agency to assess the ability, competence and financial standing of any Supplier.

2) Selected organisations will be invited to participate further in the second stage of this process (Invitation to Tender).

3) This is a competitive procurement conducted in accordance with the Restricted Procedure under the EU Procurement Directives and as implemented in English Law in the Public Contracts Regulations 2006 (SI 2006 No.5) and such other UK regulations implementing its provisions as may be made from time to time.

4) Please read this PQQ carefully before attempting to answer any questions. All parts of the Questionnaire must be completed and supporting information and evidence must be supplied where appropriate or requested. Failure to furnish the required information, make a satisfactory response to any question, or supply documentation referred to in responses, within the specified timescale, may mean that Suppliers will not be invited to participate further.

1.2 Scope of the requirement

1) The Agency is responsible for the upkeep and maintenance of its development and investment sites together with Agency accommodation throughout the North West region.

2) The Agency is seeking tenders for the provision of hard and soft landscape maintenance services together with road sweeping and gulley maintenance operations at the sites listed below for a period of 3 years with the option to extend up to a further 12 months subject to the successful Tenderer’s satisfactory annual performance reviews.

3) In general, the services will comprise of the maintenance and management of areas of soft and hard landscapes.

All Tenderers shall satisfy themselves as to the scope and content of the services required and should carry out site inspections prior to completion of this PQQ document. It is recommended that the Tenderer contacts D Holmes; telephone number 0151 254 7972 to agree access as some sites have static security in place and arrangements will need to be agreed.

Some of the sites are fully developed and will require full landscaping / maintenance whilst other sites comprise development plots and minimal landscaping operations will be required. Details of areas / frequency of operations are included in Appendix B.

4) During the term of the Contract, some of the sites listed below may be removed from the Agency’s property portfolio, whilst some of the landscape maintenance services required at each of the sites listed may be partly removed. There is also a strong possibility that additional sites might be added during the Contract term. It is therefore imperative that the successful Tenderer has a flexible approach to meet the needs of the Agency.

5) The Tenderer must bid for the whole of the contract (all sites). No partial bids will be accepted.


6) The current estate includes:

Head Quarters, Slutchers Lane, Warrington

Renaissance House (overflow car park), Centre Park, Warrington

1410, Centre Park, Warrington

379/2 Bromborough, Croft

911/19 Wavertree, Wavertree Technology Park, Liverpool

911/36 Land Plot 36, Wavertree Technology Park, Liverpool

2203/E Salford Agecroft Colliery

5047/E North Road, Hooton Business Park, Ellesmere Port, Wirral

8055/E North Manchester Business Park

8060/E Manchester Ancoats

8061/E Speke Boulevard Industry Park

8076/E Venture Point, Speke

8085/E Harbord Street Industrial Estate, Liverpool

8096/E Daresbury Science Park, Keckwick Lane, Runcorn

8097/E Ferry View, Business Park, Bromborough, Wirral

8097/E Bromborough, Thermal Road, Wirral

8099/E Burnley Michelin

8100/E Stonebridge Business Park, Liverpool

8101/E Liverpool Edge Lane

8029/E Estuary Commerce Park

1.3 Objectives of the requirement

As stated in 1.2 above.

1.4 Outline Timetable for the procurement:

Return of Pre-Qualification Questionnaire 07/12/09Anticipated Invitation to Tender issue date 23/12/09Anticipated Invitation to Tender return date 01/02/10Interviews/post tender clarification meetings 05/03/10 – 09/03/10Anticipated contract award date 19/03/10


1.5 Consortia and sub-contracting

1) 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 the Agency to assess the overall specialist service proposed.

2) Where the proposed prime contractor is a special purpose vehicle or holding company, information should be provided of the extent to which it will call upon the resources and expertise of its members.

3) The Agency recognises that arrangements in relation to consortia and sub-contracting may be subject to future change. Service providers/organisations should therefore respond in the light of such arrangements as are currently envisaged.

4) Please provide details of the proportion of any contract awarded under this contract that the prospective partner proposes to subcontract within Section K(2)

5) The Agency intends seeking independent financial and market advice to validate information declared or to assist in the evaluation.

1.6 Queries about the procurement process

1) The Agency will not enter into detailed discussion of the requirements at this stage.

2) Should you have any queries regarding this documentation or the tendering process, please direct to [email protected]. All queries / questions to be received at least 5 working days before the submission date, otherwise a response cannot be guaranteed.

If the Agency considers any question or request for clarification to be of material significance, both the query and the response will be communicated on the Agency’s website, www.nwda.co.uk/tenders in an anonymous form.

It is the responsibility of Suppliers to check this website for information on a regular basis.

1.7 Supplier / Organisation contact point

Section 4.A requires Suppliers to provide a single point of contact in their organisation for their response to the PQQ. The Agency shall not be responsible for contacting the Supplier through any route other than the nominated contact supplied. The Supplier must therefore undertake to notify any changes relating to the single point of contact promptly to [email protected]


mailto:[email protected]

http://www.nwda.co.uk/tenders


2. EVALUATION APPROACH

1) The number of Suppliers to be taken forward to ITT stage is not fixed. However, based on anticipated time and resource constraints, this number is unlikely to exceed fifteen and is likely to be between 5 and 15.

2) The PQQ will be scored as indicated below.

3) Only those Suppliers who are shortlisted following the PQQ evaluation will then be invited to tender.

2.2 Evaluation Criteria

1) The objective of the selection process is to assess the responses to the PQQ and select suitable Suppliers to proceed to the next stage of the procurement.

2) Selection criteria will be based on the Suppliers financial and technical capability and capacity to perform the contract:

a) Supplier Acceptability – status of supplier (in relation to Regulation 23(4) of the Public Contracts Regulations 2006 (SI 2006 No 5)).

b) Economic and Financial Standing – the supplier must be in a sound financial position to participate in this procurement as set out in Regulation 24 of the Public Contracts Regulations 2006 (SI 2006 No 5). This may entail independent financial checks.

c) Supplier Track Record - The supplier must be able to demonstrate a successful track record of providing similar services to those listed in the Official Journal of the European Union (OJEU) notice as set out in Regulation 25 of the Public Contracts Regulations 2006 (SI 2006 No. 5).

d) Supplier capacity and capability – Assessment of the totality of resources and core competences available to the supplier(s) in the delivery of this service.

3) Where sections are scored, the following scoring methodology will apply to each of the questions asked:

100% - Usefully Exceeds

The response exceeds the requirement. Excellent response, track record and capacity to meet and exceed our requirements.

90% - Fully Meets The response appears to meet the requirement.

50% - Reservations The response partially meets the requirement or requires further clarification.

0% - Unacceptable The response does not appear to meet the requirement.

0% - Unanswered The question has not been answered or has been answered but the response does not answer the specific question.


4) The PQQ’s will be assessed as follows:

Section Assessment

Section A + B

Organisational Identity and Information

These sections are for information only (FI) to ensure the Agency has the Supplier’s correct details.

Section C

Compliance with EU and UK Procurement legislation

This section will be assessed on a PASS / FAIL basis. If a Supplier cannot confirm any of the statements, the Agency reserves the right to disqualify the Supplier.

Section D

Quality Assurance

This section will be scored.

Section E

Financial Information

This section will be assessed on a PASS / FAIL basis for the level of economic and financial capacity required by the Agency to deliver the contract. If any Supplier does not demonstrate it can meet the minimum threshold, it will not be considered further.

The Supplier must include a full submission of all documents requested in Section E.

The Supplier must have filed accounts on time for the last 3 years.

The Auditor’s opinion in the Report to the Accounts must be unqualified.

Liquidity Ratio must be above 1:1

Minimum turnover of the Organisation should be £40,000.

Section F

Insurances

This section will be assessed on a PASS / FAIL basis for the insurance level(s) required by the Agency to deliver the contract.

Copies of insurance certificates including Suppliers’ current indemnity levels will be required, prior to commencement of the contract.

Section G

References

This section will be considered along with sections I and J.

References are for information (FI) purposes only at PQQ stage and may be scored at ITT stage if applicable.

Section H

Disputes

This section will be assessed on a PASS / FAIL basis and considered along with Sections I and J.


Section Assessment

If the Supplier answers “Yes” to any of the questions 1-5 in section H due to negligence on the part of the Supplier, the Agency reserves the right to disqualify the Supplier.

Section I

Business Capability

I (1) – This section will be scored.

I (2) – This section will be assessed on a PASS / FAIL basis. If a Supplier cannot evidence compliance with its legal obligations, the Agency reserves the right to disqualify the Supplier.

Section J

Technical Capability

J (1) – This section will be assessed on a PASS / FAIL basis. If a Supplier cannot evidence compliance with its legal obligations, the Agency reserves the right to disqualify the Supplier.

J (2) – This section will be scored.

J (3) – This section will be assessed on a PASS / FAIL basis. If your Organisation does not have a Health and Safety Manager responsible for ensuring compliance with Health and Safety for the delivery of these services, the Agency reserves the right to disqualify the Supplier.

J (4) – This section will be assessed on a PASS / FAIL basis. If any enforcement action has been taken against your Organisation in the last five years, the Agency reserves the right to disqualify the Supplier.






Section K

Prime Contractor

This section is for information (FI) purposes only.

Section L

Conflict of Interest

Responses to this section will be assessed to determine the Supplier’s ability to deliver the contract. This section will therefore be assessed on a PASS / FAIL basis.


5) For this PQQ the detailed Evaluation Criteria for the assessment is as follows:

Questions WeightingA Organisation Identity FIB (1) Is your organisation a SME? FIB (2) Organisational Type? FIB (3) Enclosed organisation structure FIB (4) Are you a subsidiary/holding/parent company? FIB (5) Executive Directors / Partners FIB (6) Brief History FIC Public Contracts Regulations Pass/FailD (1) Quality Assurance certificationD (2) QA criteria

10 %

E Financial Pass/FailF Insurance Pass/FailG References FI

H Disputes Pass/FailI Business Capability(1) Professional Trade Bodies 5%(2) Compliance with Legal obligations in relation to Disability; Equal Pay; Rehabilitation of Offenders; Equal Opportunities; Sex; Race Discrimination and Age Discrimination.

Pass/Fail

J Technical Capacity (1) Health and safety policy Pass/Fail(2) Health and safety accreditations 5%(3) Health and safety manager Pass/Fail(4) Health and safety enforcement notices Pass/Fail(5) Proven track record 30%(6) Environmental policy 10%(7) Vetting of staff 10%(8) Personnel proposed for the delivery of the services and team structure

15%

(9) Statement of tools, plant and technical equipment for the delivery of the services

15%

K Prime Contractor/ Subcontracting FIL Conflict of interest Pass/Fail


3. INSTRUCTIONS FOR RETURN OF THE COMPLETED PQQ DOCUMENTATION

3.1 Instructions for Completion

1) Responses should be returned by no later than the date and time stated on the front of this PQQ.

2) You are required to return three (3) hardcopy responses, one (1) marked “original”, two (2) marked “copy” plus one (1) electronic version on CD or DVD, clearly marked as such.

The electronic format must contain exactly the same proposal as the paper version enclosed. PQQ’s must not be submitted via e-mail or fax unless specifically requested. Please note memory sticks are not accepted.

Please ensure all documents on the CD or DVD have your organisation’s name in the filename and the question reference as per the applicable PQQ instructions.

3) If the Agency considers any question or request for clarification to be of material significance, both the query and the response will be posted on the Agency's website at www.nwda.co.uk/tenders in an anonymous form. It is the responsibility of Suppliers to check this website periodically before the submission date to check for any updates and to incorporate these updates into its submission. All questions must be addressed to [email protected] and be received at least 5 working days before the submission date, otherwise a response cannot be guaranteed.

4) Documentation must be returned to: Tender Board, Northwest Development Agency, Renaissance House, Centre Park, Warrington, Cheshire, WA1 1QN. A direction map can be downloaded from the Agency’s website: www.nwda.co.uk About NWDA, Office Locations, Cheshire Office.

5) The PQQ address label must be used for the return of documentation. Envelopes/packages should be plain and must not show any reference to the Supplier’s identity. The PQQ address label must be placed on the front of the return envelope. Documentation without the label or in envelopes, which in any way identify the Supplier, may be rejected.

6) The date and time for return of the documents is shown on the label and in the PQQ. Documents must be returned no later than the date and time stated. Completed documents will be received up to the time and date stated. It is the Supplier’s responsibility to ensure that their documents are received on time. The Agency does not undertake to consider documents received after that time unless there is sufficient evidence to pre-suppose its due delivery.

7) Documents must be returned either by post, or by hand to the reception desk ensuring that a member of staff notes the time and date of receipt. Documents delivered otherwise may not arrive on time.

8) The Agency does not acknowledge receipt of documents and accepts no responsibility for loss or non-receipt of applications.

9) Submissions may be rejected if any of the requested information is not completed and/or supplied. If any of the requested information is missing or is incorrect, the proposal may be rejected on that sole basis and the submission will not be evaluated further.

10) Suppliers must not try to obtain any information about any other party's submission or proposed submissions before the contract is awarded.



11) Suppliers must not arrange with any other party the submission of any documentation, except in the cases where sub-contracting and/or joint ventures are applicable.

12) All responses must be in English.

13) All PQQ responses (or supporting and supplementary documentation) should be presented in the same order as, and must be cross-referenced to, the relevant question. Any separate sheets must be appended in the PQQ response document.

3.2 Important Notices

1) The information in this document provides an outline of the EU Restricted procedure that the Agency intends to follow, although it reserves the right to amend this process or cancel the procurement at any stage without prior consultation. Under no circumstances will the Agency or its advisers be liable for any costs or expenses incurred by Suppliers during the procurement process. Expressions of interest are only sought from organisations that are agreeable to these arrangements.

2) The information in this PQQ is provisional and will be superseded by the Invitation to Tender.

3) The information provided is intended only as an explanation of the Agency’s requirements and is not intended to form the basis of a Supplier’s decision on whether to enter into any contractual relationship with the Agency. The information provided shall not form the basis of or be relied on in connection with any contract.

4) Whilst all materials supplied have been prepared in good faith the information provided has not been independently verified and does not purport to be all-inclusive or to contain all the information that a prospective Supplier may require. Suppliers are responsible for making such checks and investigations as they consider appropriate. The supply of the information provided to Suppliers does not constitute an obligation to give further information or to update the information provided or to correct any information that is incomplete or inaccurate.

5) None of the Agency’s directors, officers, employees, representatives, agents or advisers (together the “Issuers”) make any representation or warranty, express or implied, as to the accuracy, adequacy or completeness of the information provided. Neither do they make any representation or give any warranty, express or implied, with respect to this document or any matter on which it is based (including, without limitation, any financial details). Any liability is therefore expressly disclaimed.

6) Neither the Agency nor the Issuers shall be liable for any loss or damage arising as a result of reliance on the information provided. The subject matter of this document shall only have any contractual effect when it is covered and contained in the express terms of an executed contract.

7) The issue of this document in no way commits the Agency to award any Contract pursuant to the bid process nor does it constitute an offer to enter into a contractual relationship.

8) Save as provided below, in no circumstances shall the Agency or the Issuers incur any liability whatsoever or be liable for any expenses incurred by applicants at any time. Any and all liability in relation to this document is hereby expressly disclaimed and excluded to the maximum extent permissible by law. The exclusions of liability contained in this paragraph do not exclude liability for death or personal injury caused by the Issuers’ negligence and/or to fraud or fraudulent misrepresentation by the Issuers.

9) The information provided is not, nor is it to be taken as, the giving of investment advice by the Agency or any of the Issuers nor is it an invitation or inducement to engage in investment activity.


10) The Agency does not bind itself to accept any PQQ or Tender.

11) It should be noted that any information given at this stage by the Supplier will be subject to verification at later stages of the procurement process. If any error, omission or misrepresentation is discovered, the Agency reserves the right to disqualify the Supplier from further participation in the process, no matter what stage the process has reached.

12) Responses will be evaluated in accordance with the procedures set out in Section 2. In the event that none of the responses are deemed satisfactory, the Agency reserves the right to consider alternative procurement options.

3.3 Freedom of Information Legislation

1) The Agency may be obliged to disclose information provided by Suppliers in response to this PQQ under the Freedom of Information Act 2000, all subordinate legislation made under this and the Environmental Information Regulations 2004 (“the Freedom of Information Legislation”).

2) Suppliers should be aware that the information they provide could be disclosed in response to a request under the Freedom of Information Legislation. The Agency will proceed on the basis of disclosure unless an appropriate exemption applies. Suppliers should be aware that despite the availability of some exemptions, information may still be disclosed if the public interest in its disclosure outweighs the public interest in maintaining the exemption. No response to this PQQ should be covered by a general statement regarding its overall confidentiality; instead any specific areas of confidential information should be highlighted in accordance with paragraph 3 below. The Agency accepts no liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Legislation.

3) Suppliers should highlight information in their responses which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons why they consider this.

4) The Agency will use reasonable endeavours to consult with Suppliers over the release of information which is highlighted by them as commercially sensitive or confidential.


4. PRE-QUALIFICATION QUESTIONNAIRE

A ORGANISATION IDENTITYName of the company (prime or single contractor) in whose name the tender would be submitted

Insert your response here

Contact name (Single point of Contact):

Address:

Telephone number:

Facsimile number:

E-mail address:

Company Registration number, date of registration and registration address:

VAT Registration number:

Website address (if any):


B ORGANISATION INFORMATION(1) Is your organisation a Small to Medium Enterprise (SME) as defined in Section 382 & 465 of the Companies Act (2006)?

Y/N

(2) Is your organisation:

i) a public limited company?

Y/N iii) a sole trader?

Y/N

ii) a limited company? Y/N iv) a partnership?

Y/N

v) a limited liability partnership?

Y/N vi) Black,Asian, Minority Ethic (BAME ) owned?

(3) Please enclose and confirm in the box opposite that you have provided a copy of your Organisational structure with this completed questionnaire

Y/N

(4) Is your company a subsidiary of another company, a holding or a parent company?

Y/N

Address for the organisation’s holding or parent company, country of origin and registration number (if applicable)


Address for the organisation’s ultimate parent company, country of origin and registration number (if applicable)


(5) Executive Directors/ Directors /Partners/ or any other person who has powers of representation, decision or control of the Organisation:

Name Responsibility/Role Senior Shareholder Y/N

% Shareholder

(6) Brief history of your organisation (not more than 200 words): this should be directly relevant to the goods/services to be supplied under this contract:



C COMPLIANCE WITH EU LEGISLATION/ UK PROCUREMENT LEGISLATIONRegulation 23 of the Public Contracts Regulations 2006 applies to the current tendering competition. Applicants must provide full details in respect of whether:

i. Any matters referred to in Regulation 23 (1) (being grounds for mandatory exclusion) apply to the applicant, and in the case of a consortium applicant, to any of its constituent members, or to any of its or their directors, or to any other person who has powers of representation, decision or control of the applicant or, in the case of a consortium applicant, any of its constituent members?

Y / N

ii. Any of the matters referred to in Regulation 23(4) (being grounds for discretionary exclusion) apply to the Applicant, and in the case of a consortium applicant, to any of its constituent members?

Y / N

The Agency may seek evidence at a later date, in confirmation of your answer.

For convenience, the text of Regulation 23 can be found in Appendix A

D QUALITY ASSURANCE(1) Please provide details of any quality assurance certification that your company holds e.g. IS0 9000 or equivalent standard. Please include a copy of your latest valid certificate in support of your response.

(2) If you have an internal quality policy or manual, please enclose relevant extracts which clearly demonstrates your processes/ measures for ensuring quality, procedures relating to customer complaints etc.


E FINANCIAL AND ECONOMIC CAPACITY

The following financial information is required.

(1) A copy of the most recent audited accounts for your organisation that cover the last two years of trading or for the period that is available if trading for less than two years.

(2) 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 (1).

(3) Where (2) 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.

(4) If the organisation is a subsidiary of a group, (1) to (3) are required for both the subsidiary and the ultimate parent. Where a consortium or association is proposed, the information is requested for each member company.

(5) 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).


(6) If applicable, parent company and/or other guarantees of performance and financial standing may be required if considered appropriate. Confirm your organisation’s willingness and ability to arrange for a collateral warranty, parent company guarantee and /or performance bond if called upon.

Y/N

(7) Has your organisation made any application for third party funding – including State Aid assistance – in relation to the services you are intending to provide?

Y/N

F INSURANCE

Please confirm that your organisation’s insurance cover meets the Agency’s requirements below.

Policy Value Y/N

Employer’s Liability £5m Insert your response here

Public Liability £10m Insert your response here

If not, please indicate that you will arrange for this insurance cover if successful in this tender.

Y/N


G REFERENCESNote: the Agency may elect to contact any of the given companies for a reference at any stage of the tendering process. Your permission to do so will be assumed unless you explicitly state any objections. References are for information purposes only at PQQ stage and may be scored at ITT stage.

Please provide details of three major recent contracts you have been awarded for the provision of services similar to those required by the Agency

Customer name and address

Contact name and Telephone number

Date contract awarded & duration of contract

Contract reference and brief description of service undertaken

Names of subcontractors and/ or consortium members and their role

Value of services provided

£

1.

2.

3.


H DISPUTES(1) In the last 3 years, has your organisation failed to complete a contract on time or at all, or where there have been claims for damages, or where damages have been deducted or recovered? YES/NO

If Yes, please provide the following details relating to the claim

Customer name and address (postal & e-mail)

Contract reference and brief description of services provided

Date of claim/ contract termination

Reason for claim


(2) Has your Company had a contract terminated or your employment determined under the terms of a contract within the last 5 years?

Y/N If Yes, please provide details in the boxes below as indicated:

Customer name and address (postal & e-mail)

Contract reference and brief description of services provided

Date of claim/ contract termination

Reason for contract termination

(3) Has your Company had a contract that was not renewed due to failure to perform to the terms of a previous contract within the last 5 years?

Y/N If Yes, please provide details below as indicated:



(4) Has your organisation been involved in any court action and/ or significant employment tribunal over the last 3 years?

Y/N If Yes, please provide details in the box below as indicated:


(5) Are there any court actions and/ or significant employment tribunal hearings outstanding or pending against your organisation?

Y/N If Yes, please provide details below as indicated:


I BUSINESS CAPABILITY(1) Suppliers should confirm the relevant professional or trade bodies to which their Organisation belongs e.g., British Association of Landscape Industries (BALI), The Institute of Groundsmanship, Association of Professional Landscapers, Royal Horticultural Society etc. Suppliers should include within their response proof of accreditations held and enclose copies of valid certificates in support of their response. Preference will be given to Suppliers who hold relevant accreditations.


(2) Please confirm that your Organisation complies with the legal requirements of the following Acts and attach as evidence copies of relevant policy documents: Disability, Equal Pay, Rehabilitation of Offenders, Equal Opportunities, Sex, Race Discrimination and Age Discrimination.



J TECHNICAL CAPACITYHealth and Safety

(1) Does your organisation have a Health and Safety Policy? Please attach a copy. If you don’t currently have a policy please explain why.


(2) Does your organisation hold any Health and Safety accreditations, such as CHAS Safe Contractor, National Britannia Safe Contractor, Construction Line etc? If yes, please attach copies of all certificates you hold. Preference will be given to Suppliers who hold relevant accreditations.


(3) It is a mandatory requirement that the successful Tenderer has a Health and Safety Manager responsible for ensuring compliance with Health and Safety for the delivery of these services – Please confirm that your Organisation has a Health and Safety Manager. Please attach a copy of his/her CV, which must contain all Health and Safety qualifications held or studying towards.


(4) Please provide details of any enforcement action taken against your Organisation in the last 5 years. You must include details of any enforcement notices such as Improvement Notice, Prohibition Notice or prosecutions taken by the Health and Safety Executive or the Environment Agency.


Proven Track Record

(5) Please provide details of your Organisation’s track record and experience of at least 5 similar contracts for landscape maintenance services over a minimum period of 5 years. Please include within your response details of the contract value, location, client together with a brief description of the services provided.


Environmental / Sustainability Requirements

(6) The Agency is committed to reducing harmful emissions, pollution and recycling waste products. It is a requirement that the successful Tenderer has an environmental policy.

Please provide a copy of your environmental / sustainability policy together with details of any relevant accreditations held.

Please provide details of procedures in place to minimise pollution and maximise recycling.

If relevant accreditation has not been achieved, please explain why.


Personnel / Resource

(7) Please confirm whether your Organisation vets its employees (including temporary/casual staff) in order to verify skills, qualification and experience necessary to ensure that they are capable of performing their duties to a good standard.

Please provide details of the vetting process / procedure undertaken by your


Organisation.

If your Organisation does not have a vetting procedure, please explain why.


(8) Please state the approximate number of employees in your Organisation engaged in the specific type of work for which you are applying. The figures are to be broken down by specific discipline and include core skills, competencies and relevant qualifications to demonstrate the available expertise within your Organisation.

An acceptable qualification for general workers shall be a relevant NVQ (or equivalent qualification).

Supervisory staff should hold (as a minimum) NVQ level 3 (or equivalent qualification) in landscape profession.


Tools, Plant and Technical Equipment

(9) Please provide a statement of the tools, plant and technical equipment available for the delivery of the services under this contract.


K PRIME CONTRACTOR/SUBCONTRACTING(1) Please select either a or b and answer as applicable

a) Your Organisation is bidding to provide all the services required Y/N

b) Your Organisation is bidding in the role of Prime Contractor and intends to subcontract some of the services to third parties or to form a partnerships/joint ventures/consortium with third parties to deliver the services

Y/N

(2) Please provide details in the row below of % of the contract you propose to subcontract


(3) If your answer to 1 is (b), please identify proposed subcontractors/ partners /consortia members for the bid (if currently known) below:

Organisation name

Organisation address and contact details

Elements of the service provision you propose to subcontract/ allocate to partner/consortia and details of legal arrangements between partners (if known)



L CONFLICT OF INTEREST(1) Are you aware of any conflicts of interest between your company and the Agency?

*Where there is any indication that a conflict of interest exists or may arise, then it shall be the responsibility of the Supplier to inform the Agency, detailing the conflict in writing as an attachment to this PQQ.

The Agency will be the final arbiter in cases of potential conflicts of interest. Failure to notify the Agency of any potential conflict of interest will invalidate any verbal or written agreement

A Conflict of interest is where a person who is involved in the procurement has or may be perceived to have a personal interest in ensuring that a particular supplier is successful. Actual and potential conflicts of interest must be declared by a person involved in a tender process.

Y / N

FORM COMPLETED BY:Signature

Name

Position

Date

Telephone number

E-mail address


APPENDIX A

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)

NWDA00234a Landscaping Maintenance 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;

(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.

Organisation’s name

Signed

Position

Date


Discretionary grounds for rejection

The 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.

Organisation’s name

Signed

Position

Date


APPENDIX BSite details (including area measurements and frequency of operations).As stated in 1.2 Scope of Requirement, some of the sites are fully developed and will require full landscaping / maintenance services whilst other sites comprise development plots and minimal landscaping operations will be required.

Please note all dimensions are approximate and subject to variation.


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Documents

procurement process

competitive procurement

completed pqq documentation

eu procurement directives

required information

tender process

agency accommodation

requirement1the agency