ࡱ> { nbjbjzz GsQ\8%8%2 2 333T4T4T445T8T4,A$D:^D^D^D(ORz_<e jllllll$I3hM(Ohh22^D^D" =TvTvTvh2^D3^DjTvhjTvTvd|3T^D>.@mNNVS0:p p3*,hhTvhhhhhDshhhhhhhhhhhhhhhh8% X1:  Leicester City Council  Additional Learning Support Service Reference TAN001    Invitation to Tender for: Additional Learning Support Service Comprising 1. Introduction 2. Instructions to Tenderers 3. Specification 4. Conditions of Contract 5. Business Questionnaire 6. Form of Tender Date of Invitation to Tender: 23/04/2013 Tender return date: 21st May 2013 at 3.00pm. Leicester City Council  Additional Learning Support Service    Leicester City is: A premier city in Europe with a thriving and diverse society, in which everyone is involved and in which everyone can have a decent, happy and fulfilling life. A city with a strong economy, a healthy, caring and educated society, a safe and attractive environment, and an improving quality of life a sustainable city. (Extract from the Community Plan) Leicester City Council (the Council) is committed to efficient and sustainable procurement and seeks to use its buying power to meet the following objectives: To help achieve a prosperous city where everyone meets their potential by encouraging sources of supply which provide employment for local people, particularly skilled employment To help achieve a beautiful, quiet, clean and green city by promoting environmental sustainability through its procurement To support the delivery of quality services which promote equality and accessibility by seeking to achieve the best possible supplies/services for the best possible price Introduction Leicester City Council is inviting expressions of interest from suitably qualified and experienced organisations wishing to tender for the provision of Additional Learning Support throughout the Councils Adult Learning & Skills Service. 1.2 The Requirement This tender seeks to secure a Service Provider for the provision of Additional Learning Support Services from 1st July 2013 for an initial period of three years, until 30 June 2016, with the possibility to extend for a further year, and one more year (3+1+1) subject to agreement by the Council. The value of the funding offered for this contract for the full contract period (5 years), will be up to approximately 500,000 (100,000 per annum) (excluding VAT). Inflationary increase may be awarded following an annual review and will be as determined by the Council. The Service Provider shall in any event be required to demonstrate efficiency savings on an annual basis. The Service Providers performance shall be measured regularly (in terms of the performance measures identified in the specification) and the Service Provider shall provide accurate and reliable management information to the Council as and when required. Specific aims & objectives of the service Aims Reduce barriers to accessing learning provision. Improve learning opportunities for disabled adults. Promote inclusive teaching, learning and assessment. Objectives Provide a comprehensive range of learning support activities. Support tutors to anticipate and make reasonable adjustments in the delivery of teaching/learning and assessment, to disabled adult learners. Ensure that the learning support provided is learner centred and monitor its effectiveness. To collect and respond to learner feedback Brief Summary of Service The provision of adult learning support, and related activities, on an ad hoc basis, throughout the Leicester Adult Skills & Learning Service. This will include; Delivering learning support activities. Monitoring the effectiveness of learning support in the classroom. Contributing to tutors individual learning support plans. Supporting the Services quality improvement processes. Participating in related workshops, forums and learner surveys. Producing accounting information for services rendered, on a termly basis 1.1 Background and Context Additional learning support is provided to learners attending courses within LASALs (Leicester Adult Skills & Learning Service) adult education settings; Internal Factors To comply with the Councils Equality Policy. To comply with the Councils Disability Equality Scheme (Section 4) Draft Action Plan. In response to the Councils commitment to the Social Model of Disability. External Factors To comply with the Equality Act 2010 The Act streamlines, harmonises and strengthens existing legislation including the Special Education Needs & Disability ACT 2001 (SENDA) and the Disability Discrimination Act 1995, both of which had a direct bearing upon the further education and skills sector. The Act makes it unlawful for a provider to discriminate against a disabled person; In the arrangements it makes for deciding who is enrolled on a course or provided with the facilities The terms on which it offers to enrol a person on the course or to provide the facilities to the person By not accepting a persons application for enrolment or for the provision of the facilities In the services it provides or offers to provide in relation to the course or facilities The Act carries across from the Disability Discrimination Act 1995 Part 4, the anticipatory duty to provide reasonable adjustments. The duty is one that goes beyond simply avoiding discrimination. It requires education providers to anticipate the needs of potential learners and to take positive steps to ensure disabled learners can fully participate in all activities and achieve their aspirations and ambitions with the same degree of dignity and choice as their peers. 1.3 Timetable Set out below is the proposed procurement timetable. This is intended as a guide and, whilst the Council does not intend to depart from the timetable, it reserves the right to do so at any time. Date / Target DateActivity24/04/2013Contract Notice (Advert) Published24/04/2013ITT made available to tenderers to download 30/04/2013Deadline for Expression of Interest03/05/2013Deadline for receiving any questions from tenderers 22/05/2013Deadline for receiving Tenders23/05/2013Evaluation of ITT begins24/05/2013If required Clarification Interview sessions24/05/2013Tender Panel Award Decision10/06/2013Contract Signed01/07/2013Service Commences Leicester City Council  Additional Learning Support Service    2 Instructions to Tenderers 1 General Information and Instructions Leicester City Council (LCC) is conducting an OPEN Tender process for Additional Learning Support Services. The tender will be in two parts with the tenderers first having to pass the Business Questionnaire. Those suppliers that pass this Business Questionnaire will then have their full tender submission evaluated in line with the tender documentation; any suppliers who fail to pass the Business Questionnaire will not be progressed with. Leicester City Council (the Council) invites you (the Tenderer) to submit a Tender for carrying out of the works Contract strictly in accordance with the Tender Documents. Where reference is made to the tenderer throughout this document, if awarded this shall mean the Contractor. The Employer is: Leicester City Council New Walk Centre Welford Place Leicester LE1 6ZG 1.1 Definitions Throughout this document the following definitions will apply: The Council Leicester City Council The contract terms and conditions": means the Councils terms and conditions in Section 4 "The Services: means the services to be undertaken/provided/supplied under the terms of the contract. "The Tenderer": includes any person to whom this invitation to tender is addressed and any person who submits a tender. "The Contact Officer": means the Officer appointed to certify receipt of tenders, provide written answers to questions and make arrangements for a presentation by each Tenderer (if required). "The Tender Date": means the date indicated in the invitation to tender by which Tenders must be submitted Code of Practice": means the Department for Constitutional Affairs Code of Practice on the Discharge of Functions of Public Authorities under Part 1 of the FOIA and any re-enactments and amendments; "FOIA" means: the Freedom of Information Act 2000 and any re-enactments, amendments and relevant regulations; "Requests for Information": shall have the meaning set out in the FOIA or any apparent request for information under the FOIA, the Environmental Information Regulations or the Code of Practice Contract Administrator: will be the appointed person nominated for day to day contractual requirements. In these Conditions of Tender, unless explicitly stated: words in the singular include the plural and words in the plural include the singular; references to appendices refer to the appendices to the invitation to tender; reference to staff includes all employees (including part time staff, trainees and apprentices). 1.2 Compliance with Instructions: Tenders submitted shall be in accordance with and subject to the terms of these instructions and other documents comprising the Invitation to Tender. Tenders not complying with any mandatory requirement (where the word shall or must is used) will be rejected. Any queries about the tender documents or Tendering Certificate which may affect the preparation of the tender shall be raised without delay (with the Contact Officer by 3rd May 2013 If the Council considers a query may have a material effect on the tendering process, all tenderers will be notified without delay in writing. Any question or queries that go to any other staff of Leicester City Council will not be answered. 1.3 This invitation to tender does not constitute an offer and the Council does not undertake to accept the lowest or any tender. The Council will not reimburse any tendering costs. 1.4 The Contact Officer for this procurement is: Lisa Brownbridge, Procurement Officer, B Block, New Walk Centre, Leicester, LE1 6ZG. Email:  HYPERLINK "mailto:lisa.brownbridge@leicester.gov.uk" lisa.brownbridge@leicester.gov.uk 1.5 The Council is working to promote equality, sustainable procurement and improving the local economy and expects its contractors and suppliers to have and to promote similar policies and values. 1.6 Please complete all parts of the tender accurately, concisely and in the format provided supplying all the required supplementary information, clearly labelled and cross referenced to the relevant question and section, using additional pages where required, appropriately referenced with the section number. 1.7 Ensure that your reply is succinct and pertinent. Where a question is not relevant to you, please explain why. 1.8 It is the responsibility of all bidders to ensure that all information is included within their submission. Evaluation will be based upon documentation submitted from each bidder. If information is omitted from your tender this will not be taken into account. 1.9 Any information supplied is intended to help Tenderers prepare their Tenders and Tenderers must satisfy themselves of the accuracy of information and requirements. 1.10 Organisations must submit their expression of interest to the Contract Officer by 30th April 2013. 2 Confidential Nature of Tender Documentation and Bids 2.1 Tenderers shall not discuss the bid they intend to make other than with professional advisers or joint bidders who need to be consulted. Bids shall not be canvassed for acceptance or discussed with the media or any other tenderer or member or officer of the Council. 2.2 If a tenderer does not observe paragraph 2.1, the Council will reject the tender and may decide not to invite the tenderer to tender for future work. 2.3 Any information supplied by the Council in connection with the Tender and Contract is confidential and must not be made available to any other person without the prior agreement of the Council. 2.4 The Tender documents will remain the property of the Council and must be returned to the Council or destroyed upon request. 2.5 All Tenderers undertake to protect and keep confidential all data and information provided, and undertake to protect the data and information from unauthorised access and unauthorised use 3 Preparation of Bid 3.1 Tenderers may decline to bid, but if they have been sent an Invitation to Tender they must alert the Contact Officer promptly. 3.2 If the Council considers that a cover price (i.e. a bid that is not intended to be considered seriously) has been submitted, the Council may reject the tender and may decide not to invite the tenderer to tender for future work. The Office of Fair Trading encourages local authorities to look out for any evidence of price fixing arrangements. 3.3 No alteration or addition shall be made to the Form of Tender, pricing schedules or any part of the Invitation to Tender except where expressly allowed 3.4 Tenders shall not be qualified or accompanied by statements that might be construed as rendering the tender equivocal. Only unqualified tenders will be considered. The Councils decision as to whether or not a tender is in an acceptable form will be final. The submission of an alternative tender proposal will not be accepted by the Council Tenderers must obtain for themselves all information necessary for the preparation of their tender and satisfy themselves that the quality and standards specified by themselves or the Council are appropriate. Information supplied to tenderers by the Councils staff or contained in the Councils publications is supplied only for general guidance in the preparation of the tender. Tenderers must satisfy themselves as to the accuracy of any such information and no responsibility is accepted by the Council for any loss or damage of whatever kind and howsoever caused arising from the use by tenderers of such information. 3.6 Tenders and supporting documents must be completed in English and any contract subsequently entered into and its formation, interpretation and performance shall be subject to and in accordance with the law of England and Wales. 3.7 The Invitation to Tender includes in Part 4 the Councils Contract Terms. Tenders must be submitted exclusive of Value Added Tax (VAT). Tenderers will be required to maintain Employers Liability insurance, Public Liability insurance and Professional Indemnity insurance and tenders should include any and all such premiums. The minimum amount of financial cover for the Employers and Public Liability policies shall be 10,000,000 and for Professional Indemnity insurance shall be 5,000,000 and shall be maintained for the duration of the contract. Tenders must not be qualified in any way and tenderers must not make any changes to the contract documents. Tenders must not be conditional or be accompanied by any statement that could be construed as being a qualification or variation to the contract documents and/or places the tenderer on a different footing from other tenderers. The Council will only accept compliant tenders for consideration. The Councils decision on any such matter will be final. Tenderers will be automatically disqualified if canvassing for the Contract or if making any approach to any Councillor or Officer of the Council with a view to gaining more favourable consideration for their tender. The Councils constitution will apply to this contract. 3.14 The Council will not consider any Tender submitted by a Tenderer who has directly or indirectly canvassed any Member or Officer of the council about the award of the Contract, or tried to obtain confidential information about the Contract from any person who is, or has been, contracted to provide Services to the council or who has directly or indirectly obtained or tried to obtain information from any Member or Officer about any other Tenderer. 3.15 Tenderers must not try to recruit any Council employee or any employee who has, during the year prior to the date for acceptance of the Tender been directly employed on work related to the Contract and which is subject to competition under local government legislation. The council reserves the right to reject a Tender or terminate the let contract at a later date if this condition is breached. 4 Submission of Tender 4.1 Requirements for submission of information: 4.1.1 All submissions shall be made on the Form of Tender (Part 6) and be accompanied by the response to the Specification (Part 3). If these documents are not submitted, the bid will be rejected. Only information relating to the Tenderer should be submitted unless otherwise requested. Every item shall be priced in sterling and the submission totalled. 4.1.2 To enable evaluation of the tender, the tenderer must also submit the following documents: The Business Questionnaire (Part 5) and accompanying documentation The Pricing Schedule (6.2) Method Statements (6.3) The Tendering Certificate (6.5) Guarantee Undertaking (6.6) if applicable 4.2 Tenderers shall submit 3 paper copies of the above documentation to the contract officer at the address provided in 1.4. These should: 4.2.1 Include the reference code for the Tender 4.2.2 Be submitted in an envelope labelled Tender: Do not open 4.2.3 Be submitted in an otherwise unmarked envelope (ie with no indication of the bidders name, location etc) 4.2.4 All documentation submitted should include the reference code (TAN001) for the Tender on each page, paginated for ease of reference 4.3 The Form of Tender shall be submitted by the organisation which it is proposed will enter into a formal contract with the Council if awarded the contract. It shall be signed: 4.3.1 where the tenderer is a partnership, by two (2) duly authorised partners; 4.3.2 where the tenderer is a company, by two (2) directors or by a director and the secretary of the company, such persons being duly authorised for that purpose. Collusive Tendering 4.4.1 The Council will not consider any Tender from a Tenderer who:- i fixes or adjusts the prices in their Tender in agreement with any other person; or ii communicates with any other person (other than the council) the prices in their Tender (except where this is needed to obtain quotations for the preparation of the Tender, or for insurance arrangements or the Guarantee or Bond); or iii enters into an agreement with any other person that they will not submit a Tender or will limit or restrict the prices in their Tender; or iv in connection with the award of this Contract commits an offence under the Prevention of Corruption Acts 1889 to 1916, the Bribery Act 2010 or gives any fee or reward the receipt of which is an offence under Sub-Section (2) of Section 117 of the Local Government Act 1972, in connection with the award of the Contract; The rejection of the Tender will be without prejudice to any other civil remedies which may be available to the Council or any criminal liability which the Tenderers action may attract. 5 Selection Criteria 5.1 The Business Questionnaire at Section 5 is used to assess the suitability of tenderers in terms of: Technical and professional ability Compliance with legislation Financial standing Tenderers must meet each of the minimum standards identified as a pass in order to qualify to bid for this contract. 6 Award Criteria 6.1 Leicester City Council is not bound to accept the lowest tender and reserves the right, at its absolute discretion, to accept or not to accept any tender submitted. Any tender that is accepted will be awarded to the most economically advantageous tender (MEAT) in accordance with the following award criteria in descending order of importance; Price 20% Quality 80% This part of the contract documents forms the basis on which tenders and tenderers will be assessed in respect of their ability to provide the Service required on the terms specified. 6.2 Tenderers should ensure that their submissions are written in plain English without reference to technical jargon or with explanation where used; and is generally intelligible to a non-legal and non-technical audience. 6.3 Financial Provision Tenderers will make financial allowance for the provision of all monitoring data, its collation, generation and submission to the Council, attendance at all relevant Council Meetings, Officer Meetings and meetings with local client representatives and customers as required for the provision of service. 6.3.1 Rates provided shall be fully inclusive of all expenses and disbursements including telephone, fax, electronic information, generation and transmission, postage, stationery, duplicating, typing, printing and any costs associated with non-professional staff. 6.3.2 Service providers not complying with any of the above requirements may be excluded from further consideration in the tender evaluation process, and the Councils decision on this issue will be notified to the tenderers concerned. 6.4 Detailed Evaluation Criteria The Council believes that the control of services and service delivery characteristics can only be achieved by close control of the process that delivers the service. 6.4.1 Process performance management, control and continual redress improvement are therefore essential to achieve and maintain quality service. The Council intends to encourage innovative thought from the successful contractor. Whilst remedial action is sometimes possible during service delivery, it is not possible to rely on arms-length final inspection process to ensure service quality to our customers. A bad service experience cannot be repaired on a promise of non-reoccurrence in the future. Customer assessment of any non-conformity will therefore become a vital part of the process. 6.4.2 The Councils customers are the focal point of its quality systems. We require our services to be tailored to the different local needs and customer satisfaction will only be assured where there is a definable quality process. Therefore the contractor will be responsible for establishing and maintaining a policy of service, quality and customer satisfaction. 6.4.3 The assessment of the tender will be qualitative and quantitative. The qualitative element will be weighted at 80% of the evaluation. The financial element will be weighted at 20% of the evaluation. 6.4.4 The criteria listed against each element reflect the factors that will be assessed in evaluating the tenders and awarding marks. 6.5 Financial Evaluation The Contractor is asked to submit Prices for four areas; General Classroom/Examination Support Charges per hour:Communications e.g BSL Interpreter Support Charges per hourSpecialist Practitioner Support Charges per hourDiagnostic Assessments- Price per Assessment All prices entered must be gross and exclusive of VAT. All prices quoted must include all costs and expenses (i.e. staffing, travel, administration, overheads, etc. A single price will apply, regardless of the location where services are to be provided, the time of day or day of the week. Each of these areas are weighted (see Pricing Schedule 6.2) and Contractors will receive a score for each area using the following formula: (pm/p) x weighting Where: Pm = the lowest tendered offer P = the specific Contractor offer under consideration Each area will be added together to provide a score out of 100. Bids will be awarded marks to the following formula: Contractor Score /100 x 20 = For example: Supplier A scores 100 points; receives 20% Supplier B scores 80 points; receives 16% Supplier C scores 60 points; receives 12% 6.6 Qualitative Evaluation The qualitative evaluation of submissions will assess the Method Statements. The evaluation model will measure operational performance and contract administration components of tender submissions. Each question is given a relative importance weighting, on a scale of 1 (lowest) to 20 (highest) to reflect its significance within the overall evaluation. This weighting is shown alongside each question. The maximum points attributable to any one submission in the quality evaluation model are 320 CRITERIASCOREVery Good Standard, with no reservations at all.4Good standard, requirements are met.3Standard requirements generally met but with some reservations.2Low standard with significant reservations.1Fails to meet minimum required standard.0 Scoring Mechanism Supplier A Scores 320 receives the maximum - 80% Supplier B Scores 300 receives 75% Supplier C Scores 280 they receive 70% Based on the following calculation: Individual Supplier Score /Total Mark x Percentage Weighting 300/320 x 80 The qualitative assessment will form 80% of the award. 7 Award Process 7.1 The Council expects to decide award of contract within 90 days of the closing date for submission of tenders (see paragraph 4.2). Bids shall remain open for acceptance for a minimum of 90 days. The Council may, if necessary, extend the 90-day period for completing the award process. Notwithstanding the provisions of this paragraph, the Employer reserves the right to call any Tenderer for interview to seek clarification of their tender in relation to their tender. It is anticipated that Interviews may take place on 24/05/2013. Tenderers will be notified simultaneously and as soon as possible of any decision made by the Council during the tender process, including award. When the Council has evaluated the bids, it will notify all tenderers about the intended award. The Council debriefs all those who tendered about the characteristics and relative advantages of the leading bidder. Such details may also be stated in any published contract award notice. Tenders shall be submitted on the basis that the offer to carry out the service shall remain in force for a minimum period of 90 days from the closing date for the submission of tenders specified above (4.2). If the Council has not accepted the tender within this period, the tender shall remain in force without variation but may be withdrawn at any time thereafter, giving 7 days notice to the Council. Such notice must be delivered at the above address at the tenderers own risk. Acceptance of the tender by the Council shall be in writing and shall be communicated to the tenderer. Upon such acceptance the Contract shall thereby be constituted and become binding on both parties and, notwithstanding that, the Contractor shall upon request of the Council execute a formal contract in the form contained in the Contract Documents. The tenderer must be prepared to commence carrying out the Service on 1st July 2013. In submitting a tender, the tenderer undertakes that in the event of their tender being accepted by the Council they shall, within 14 days of being requested to do so by the Council, execute a formal contract consisting of the contract documents. Failure by the tenderer to execute a formal contract should they be awarded the contract within the time specified above shall render the contract voidable at the option of the Council. 8 Tenderers Warranties In submitting its tender, the tenderer warrants, represents and undertakes to the Council that: 8.1 All information, representations and other matters of fact communicated (whether in writing or otherwise) to the Council by the tenderer, its staff or agents, in connection with or arising out of the tender are true, complete and accurate in all respects, both as at the date communicated and as at the date of tender submission. 8.2 It has made its own investigations and research and has satisfied itself in respect of all matters (whether actual or contingent) relating to the tender and that it has not submitted the tender and will not be entering into the contract (if the same be awarded to the tenderer by the Council) in reliance upon any information, representation or assumption which may have been made by or on behalf of the Council. 8.3 It has full power and authority to enter into the contract and perform the obligations specified in the Contract Documents and will, if requested, produce evidence of such to the Council. 8.4 It is of sound financial standing and has and will have sufficient working capital, skilled staff, equipment and other resources available to it to perform the obligations specified in the Contract Documents. 9. Freedom of Information Act and Data Protection Act 9.1 Under the Freedom of Information Act 2000 ("FOIA"), members of the public or any interested party may make a request for information to the Council. 9.2 The Council will consider the disclosure of any information, including price quotes, contained in the Tender documents and/or contract for both successful and unsuccessful Tenderers), subject to the exemptions the FOIA. 9.3 If a Tenderer considers that all or any part of the Tender documents and/or any specific information contained therein constitute a "trade secret", or believes that a duty of confidentiality applies or otherwise considers that such documents and/or information falls within any other exemption set out in the FOIA, the Tenderer must:- (i) ensure that each document and/or specific information is clearly identified to the Council; and (ii) in respect of each document and/or specific information identify the particular FOIA exemption that the Tenderer claims applies in the particular circumstances. Tenderers should do so in full knowledge of the relevant terms of the Department of Constitutional Affairs Code of Practice (the "Code") under Section 45 of the FOIA, giving advice to public authorities on the handling of requests under the FOIA. This will enable Tenderers to make such claims based on reasons that address the requirements of the Code. Further information about the FOIA and a copy of the Code is available from the Information Commissioner's website at  HYPERLINK "http://www.informationcommissioner.gov.uk ." www.informationcommissioner.gov.uk . 9.4 Tenderers should be aware that, even when they have identified relevant documents and/or information and claimed exemption pursuant to Instruction 1.1.3 of the Department of Constitutional Affairs Code of Practice, the Council has complete discretion in deciding whether such documents and/or information should be disclosed under the FOIA. 10 Data Protection Act Data Protection Act 1998 10.1 The Contractor shall be registered under the Data Protection Act 1998 ("DPA") and will duly observe all their obligations under the Act which arise in connection with this Contract. 10.2 Notwithstanding the general obligation as above, where the Contractor is processing personal data (as defined by the DPA) as a data processor for the Council (as defined by the DPA) the Contractor shall ensure that it has in place appropriate technical and organisational measures to ensure the security of the personal data (and to guard against unauthorised access or unlawful processing of the personal data and against accidental loss or destruction of, or damage to, the personal data. 10.3 The Contractor shall promptly notify the Council of any breaches of the security measures, unauthorised access or use or loss or potential loss of data. 10.4 The Contractor shall provide the Council with such information as it may reasonably require to satisfy itself that the Contractor is complying with its obligations under the DPA. 10.5 The Personal Data supplied by the Council shall only be used for the purposes of administration and operation of this Contract. 10.6 The provisions of this Condition shall apply during the continuance of this Contract and indefinitely after its expiry or termination. 11 KEY PERFORMANCE INDICATORS & CONTINUOUS IMPROVEMENT: 11.1 The successful contractor/s work and materials will be subject to Key Performance Indicators (KPIs). These are scored by the Councils appointed person for each individual job upon completion. Customer satisfaction surveys are also under taken and go towards the overall KPIs. Customer satisfaction surveys are sent out upon completion of the works, after 3 / 6 month and at 12 months. Contractors will be notified of their KPI score at regular intervals and an annual KPI meeting. These are held on an individual basis with the contractor. 11.2 The contractor/s will co-operate fully with the Council to manage the KPIs and shall assist the Council in any subsequent review/compliance with the set Indicators. The council reserves all rights to amend, omit and/or add the KPIs and scoring criteria over the duration of the contract with mutual agreement with the contractor. 11.3 The Council is expecting contractors to consistently achieve a good standard within our key performance indicators. These will be measured on a monthly basis. If after a period, which will be set in conjunction with the Contract Administrator, improvements have not been achieved to meet a good standard this may result in the termination of the contract. 11.4 The successful contractor/s will be expected to meet and be monitored against the following range of KPIs; 1. Quality of Customer Care 2. Quality of Work Leicester City Council     3 Specification Additional Learning Support Service Current provision Additional Learning Support is currently provided on an ad hoc basis through a support agency. In total approximately 150 individual learners received a total of 5,000 hours of support during the curriculum year 2011 / 2012 and 60 diagnostic assessments were carried out. Additional Learning Support is provided on a needs assessed basis and may be one to one, small group or for a whole class. Support may commence at any time during the course, although there will be periods of higher need particularly at the beginning of each term and when examinations are taking place. The duration of learning support will depend upon the learners needs and the type of course that is being undertaken. This may vary from a full curriculum year to a one day workshop, although generally speaking, most learners receiving support do so for a complete curriculum term. 3.1 Introduction The Service comprises the provision of Additional Learning Support and associated activities throughout the Leicestershire Adult Learning and Skills services including but not limited to the following; 3.2 Service/Activities to be delivered Classroom Support 1 to 1 or shared/general learner support, in class or in examinations throughout the curriculum range, in a variety of settings during normal lesson/examination times. Specialist practitioner support e.g. British Sign Language Interpreters, Note-takers, Practitioners conversant with assistive technology and adaptive equipment. Implementation of a system to monitor the effectiveness of the support provided. Maintenance of learning support records. Provide in class observations of learners and support workers Agree Individual Learning Support Plans with Tutors Diagnostic Support The co-ordination and production of Dyslexia Adult Screening Tests (DAST), Adult Reading Tests (ART) and other diagnostic assessments, as appropriate. Miscellaneous In order to achieve the services aim of increasing learner involvement and providing a first class learning support service, the provider will additionally be required to; Ensure that each support worker receives an induction to the Adult Skills and Learning Service, through the Additional Learning Support Co-ordinator. Liaise with learners, and tutors on a sessional basis, to discuss, plan and implement individual learning support needs, providing feedback to the Additional Learning Support Co-ordinator, as requested. Provide termly feedback to the Additional Learning Support Co-ordinator, on the progress of all learners being supported, to evidence the benefit of the support being received. At the request of the Additional Learning Support Coordinator provide further occasional evidence by way of case studies on learners being supported. Demonstrate an effective communication system throughout their organisation, to ensure minimal disruption to the support service, in the event of cancellation of classes, learners absence, or other disruptions to normal service Ensure that all learning support workers receive regular training, in individual aspects of learning support and disability awareness, as part of a commitment towards achieving a qualification in Learning Support. Leicester City Council  Additional Learning Support Service   4. Conditions of Contract Leicester City Council  ADDITIONAL LEARNER SUPPORT SERVICES  Dated ------------ DEED OF AGREEMENT FOR THE PROVISION OF ADDITIONAL LEARNER SUPPORT SERVICES between LEICESTER CITY COUNCIL and [SERVICE PROVIDER] Legal Services Leicester City Council New Walk Centre Welford Place Leicester LE1 6ZG Ref: THIS [DEED OF AGREEMENT is dated Parties LEICESTER CITY COUNCIL whose administrative headquarters are at New Walk Centre, Welford Place, Leicester, LE1 6ZG (Council). [SERVICE PROVIDER] incorporated and registered in England and Wales with company number [number] whose registered office is at [address] (Service Provider). Background The Council sought proposals for the provision of Adult Learner Support services. The Council has, through a competitive process, selected the Service Provider to provide these services and the Service Provider is willing and able to provide the services in accordance with the terms and conditions of this agreement. Agreed terms Definitions and Interpretation The definitions and rules of interpretation in this clause apply in this agreement. Associated Company: any holding company from time to time of the Service Provider and any subsidiary from time to time of the Service Provider, or any subsidiary of any such holding company. Authorised Representatives: the persons respectively designated as such by the Council and the Service Provider, the first such persons being set out in schedule [X]. Best Industry Practice: such reasonable skill, care, prudence, efficiency, foresight and timeliness as would be expected from a reasonably and suitably skilled, trained and experienced person engaged in the same type of undertaking and for the same or similar circumstances Catastrophic Failure: any action by the Service Provider, whether in relation to the Services and this agreement or otherwise, which in the reasonable opinion of the Council's Authorised Representative has or may cause significant harm to the reputation of the Council. Change: any change to this agreement including to any of the Services. Change Control Procedure: the procedure for changing this agreement, as set out in schedule 5. Charges: the charges which shall become due and payable by the Council to the Service Provider in respect of the Services in accordance with the provisions of this agreement, as such charges are set out in schedule 3. Commencement Date: [1st July 2013]. Contract Year: a period of 12 months, commencing on the Commencement Date or, if this agreement has been extended by the Council, an anniversary of the Commencement Date. Crown: the government of the United Kingdom (including the Northern Ireland Assembly and Executive Committee, the Scottish Executive and the National Assembly for Wales) including, but not limited to, government ministers and government departments and particular bodies, persons and government agencies. Data Processor: shall have the same meaning as set out in the Data Protection Act 1998. Data Protection Legislation: the Data Protection Act 1998 (DPA), the EU Data Protection Directive 95/46/EC, the Regulation of Investigatory Powers Act 2000, the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000, the Electronic Communications Data Protection Directive 2002/58/EC, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and all applicable laws and regulations relating to processing of personal data and privacy, including where applicable the guidance and codes of practice issued by the Information Commissioner. Default Notice: is defined in clause REF "a679382" \h \w  \* MERGEFORMAT 5.2. Dispute Resolution Procedure: the procedure set out in clause REF "a736375" \h \w  \* MERGEFORMAT 12. Environmental Information Regulations: the Environmental Information Regulations 2004 (SI 2004/3391) together with any guidance and/or codes of practice issued by the Information Commissioner or relevant government department in relation to such regulations. FOIA: the Freedom of Information Act 2000, and any subordinate legislation made under the Act from time to time, together with any guidance and/or codes of practice issued by the Information Commissioner or relevant government department in relation to such legislation. Force Majeure: any cause affecting the performance by a party of its obligations under this agreement arising from acts, events, omissions or non-events beyond its reasonable control, including acts of God, riots, war, acts of terrorism, fire, flood, storm or earthquake and any disaster, but excluding any industrial dispute relating to the Service Provider, the Service Provider's Personnel or any other failure in the Service Provider's supply chain. Information: has the meaning given under section 84 of FOIA. Initial Term: the period commencing on the Commencement Date and ending on the [ ] anniversary of the Commencement Date or earlier termination of this agreement. Intellectual Property: any and all intellectual property rights of any nature anywhere in the world whether registered, registerable or otherwise, including patents, utility models, trademarks, registered designs and domain names, applications for any of the foregoing, trade or business names, goodwill, copyright and rights in the nature of copyright, design rights, rights in databases, moral rights, know-how and any other intellectual property rights which subsist in computer software, computer programs, websites, documents, information, techniques, business methods, drawings, logos, instruction manuals, lists and procedures and particulars of customers, marketing methods and procedures and advertising literature, including the "look and feel" of any websites. Necessary Consents: all approvals, certificates, authorisations, permissions, licences, permits, regulations and consents necessary from time to time for the performance of the Service. Payment Plan: the plan for payment of the Charges as set out in schedule 3. Personal Data: shall have the same meaning as set out in the Data Protection Act 1998. Prohibited Act: (a) to directly or indirectly offer, promise or give any person working for or engaged by the Authority a financial or other advantage to: (i) induce that person to perform improperly a relevant function or activity; or (ii) reward that person for improper performance of a relevant function or activity; (b) to directly or indirectly request, agree to receive or accept any financial or other advantage as an inducement or a reward for improper performance or a relevant function or activity in connection with this Agreement; c) committing any offence: (i) under the Bribery Act; (ii) under legislation creating offences concerning fraudulent acts; (iii) at common law concerning fraudulent acts relating to this Agreement or any other contract with the Authority; or (iv) defrauding, attempting to defraud or conspiring to defraud the Authority. Public Body: any local authority or department, office or agency of the Crown. Relevant Transfer: a relevant transfer for the purposes of TUPE. Request for Information: a request for information or an apparent request under the Code of Practice on Access to Government Information, FOIA or the Environmental Information Regulations. Service Provider's Personnel: all employees, staff, other workers, agents and consultants of the Service Provider and of any Sub-Contractors who are engaged in the provision of the Services from time to time. Services: the services to be delivered by or on behalf of the Service Provider under this agreement, as more particularly described in schedule 1 (Specification). Sub-Contract: any contract between the Service Provider and a third party pursuant to which the Service Provider agrees to source the provision of any of the Services from that third party. Sub-Contractor: the contractors or service providers that enter into a Sub-Contract with the Service Provider. Term: the period of the Initial Term as may be varied by: any extensions to this agreement which are agreed pursuant to clause REF "a427119" \h \w  \* MERGEFORMAT 3; or the earlier termination of this agreement in accordance with its terms. Termination Date: the date of expiry or termination of this agreement. TUPE: the Transfer of Undertakings (Protection of Employment) Regulations 2006 (SI 2006/246). Working Day: Monday to Friday, excluding any public holidays in England and Wales. Clause, schedule and paragraph headings shall not affect the interpretation of this agreement. A person includes a natural person, corporate or unincorporated body (whether or not having separate legal personality). The schedules form part of this agreement and shall have effect as if set out in full in the body of this agreement and any reference to this agreement includes the schedules. A reference to a company shall include any company, corporation or other body corporate, wherever and however incorporated or established. Words in the singular shall include the plural and vice versa. A reference to one gender shall include a reference to the other genders. A reference to a statute or statutory provision is a reference to it as it is in force for the time being, taking account of any amendment, extension or re-enactment and includes any subordinate legislation for the time being in force made under it. A reference to writing or written includes faxes and e-mail. Any obligation in this agreement on a person not to do something includes an obligation not to agree or allow that thing to be done. A reference to a document is a reference to that document as varied or novated (in each case, other than in breach of the provisions of this agreement) at any time. References to clauses and schedules are to the clauses and schedules of this agreement; references to paragraphs are to paragraphs of the relevant schedule. Where there is any conflict or inconsistency between the provisions of this agreement, such conflict or inconsistency shall be resolved according to the following order of priority: the clauses of this agreement; schedule 2 to this agreement; schedule 1 to this agreement; the remaining schedules to this agreement. Commencement and duration Term This agreement shall take effect on the Commencement Date and shall continue for the Term. Extending the initial term The Council may extend this agreement beyond the Initial Term by a further period or periods of up to one year (Extension Period). If the Council wishes to extend this agreement, it shall give the Service Provider at least one months written notice of such intention before the expiry of the Initial Term or Extension Period. If the Council gives such notice then the Term shall be extended by the period set out in the notice. If the Council does not wish to extend this agreement beyond the Initial Term this agreement shall expire on the expiry of the Initial Term and the provisions of clause 26 shall apply. Consents, Service Provider's warranty and due diligence The Service Provider shall ensure that all Necessary Consents are in place to provide the Services and the Council shall not (unless otherwise agreed) incur any additional costs associated with obtaining, maintaining or complying with the same. Where there is any conflict or inconsistency between the provisions of this agreement and the requirements of a Necessary Consent, then the latter shall prevail, provided that the Service Provider has made all reasonable attempts to obtain a Necessary Consent in line with the requirements of the Services. The Service Provider acknowledges and confirms that: it has had an opportunity to carry out a thorough due diligence exercise in relation to the Services and has asked the Council all the questions it considers to be relevant for the purpose of establishing whether it is able to provide the Services in accordance with the terms of this agreement; it has received all information requested by it from the Council pursuant to clause REF "a999865" \h \w  \* MERGEFORMAT 4.3(a) to enable it to determine whether it is able to provide the Services in accordance with the terms of this agreement; it has made and shall make its own enquiries to satisfy itself as to the accuracy and adequacy of any information supplied to it by or on behalf of the Council pursuant to clause REF "a925096" \h \w  \* MERGEFORMAT 4.3(b); it has raised all relevant due diligence questions with the Council before the Commencement Date; and it has entered into this agreement in reliance on its own due diligence. Save as provided in this agreement, no representations, warranties or conditions are given or assumed by the Council in respect of any information which is provided to the Service Provider by the Council and any such representations, warranties or conditions are excluded, save to the extent that such exclusion is prohibited by law. The Service Provider: as at the Commencement Date, warrants and represents that all information it has provided to the Council in writing concerning the provision of the Services remains true, accurate and not misleading, save as may have been specifically disclosed in writing to the Council prior to execution of this agreement; and shall promptly notify the Council in writing if it becomes aware during the performance of this agreement of any inaccuracies in any information provided to it by the Council during such due diligence which materially and adversely affects its ability to perform the Services or meet any Service Levels. The Service Provider shall not be entitled to recover any additional costs from the Council which arise from, or be relieved from any of its obligations as a result of, any matters or inaccuracies notified to the Council by the Service Provider in accordance with clause REF "a97552" \h \w  \* MERGEFORMAT 4.5(b) save where such additional costs or adverse effect on performance have been caused by the Service Provider having been provided with fundamentally misleading information by or on behalf of the Council and the Service Provider could not reasonably have known that the information was incorrect or misleading at the time such information was provided. If this exception applies, the Service Provider shall be entitled to recover such reasonable additional costs from the Council or shall be relieved from performance of certain obligations as shall be determined by the Change Control Procedure. Nothing in this clause REF "a820874" \h \w  \* MERGEFORMAT 4 shall limit or exclude the liability of the Council for fraud or fraudulent misrepresentation. The services Supply of services The Service Provider shall provide the Services to the Council with effect from the Commencement Date and for the duration of this agreement in accordance with the provisions of this agreement. In the event that the Service Provider does not comply with the provisions of clause REF "a1038546" \h \w  \* MERGEFORMAT 5.1 in any way, the Council may serve the Service Provider with a notice in writing setting out the details of the Service Provider's default (a Default Notice). Service standards The Service Provider shall provide the Services, or procure that they are provided: with reasonable skill and care and in accordance with the best practice prevailing in the [nature of] industry from time to time; in all respects in accordance with the Council's policies set out in schedule 2;[ in all respects in accordance with the Councils safeguarding policies set out in schedule 7 and in accordance with all Applicable Laws. Without limiting the general obligation set out in clause REF "a754195" \h \w  \* MERGEFORMAT 6.1, the Service Provider shall (and shall procure that the Service Provider's Personnel shall): at all times comply with the provisions of the Human Rights Act 1998 in the performance of this agreement. The Service Provider shall also undertake, or refrain from undertaking, such acts as the Councils requests so as to enable the Council to comply with its obligations under the Human Rights Act 1998; and not unlawfully discriminate within the meaning and scope of any law, enactment, order or regulation relating to discrimination in employment. Health and Safety The Service Provider shall promptly notify the Council of any health and safety hazards, which may arise in connection with the performance of this agreement. The Council shall promptly notify the Service Provider of any health and safety hazards that may exist or arise at the Council's Premises and that may affect the Service Provider in the performance of this agreement. While on the Council's Premises, the Service Provider shall comply with any health and safety measures implemented by the Council in respect of staff and other persons working on the Council's Premises. The Service Provider shall notify the Council immediately in the event of any incident occurring in the performance of this agreement on the Council's Premises where that incident causes any personal injury or damage to property that could give rise to personal injury. The Service Provider shall comply with the requirements of the Health and Safety at Work etc. Act 1974 and any other acts, orders, regulations and codes of practice relating to health and safety, which may apply to staff and other persons working on the Council's Premises in the performance of this agreement. The Service Provider shall ensure that its health and safety policy statement (as required by the Health and Safety at Work etc Act 1974) is made available to the Council on request. Charges and payment Payment In consideration of the provision of the Services by the Service Provider in accordance with the terms and conditions of this agreement, the Council shall pay the Charges to the Service Provider in accordance with the Payment Plan. The Service Provider shall invoice the Council for payment of the Charges to the extent and at the time the Charges are expressed to be payable in accordance with the Payment Plan. All invoices shall be directed to the Council's Authorised Representative. The Council shall pay the Charges which have become payable in accordance with the Payment Plan within thirty days of receipt of an undisputed invoice from the Service Provider. Where any party disputes any sum to be paid by it then a payment equal to the sum not in dispute shall be paid and the dispute as to the sum that remains unpaid shall be determined in accordance with clause 12. Provided that the sum has been disputed in good faith, interest due on any sums in dispute shall not accrue until the earlier of thirty days after resolution of the dispute between the parties. Subject to clause REF "a293575" \h \w  \* MERGEFORMAT 8.4, interest shall be payable on the late payment of any undisputed Charges properly invoiced under this agreement in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. The Service Provider shall not suspend the supply of the Services if any payment is overdue. The Charges are stated exclusive of VAT, which shall be added at the prevailing rate as applicable and paid by the Council following delivery of a valid VAT invoice. The Service Provider shall indemnify the Council against any liability (including any interest, penalties or costs incurred) which is levied, demanded or assessed on the Council at any time in respect of the Service Provider's failure to account for, or to pay, any VAT relating to payments made to the Service Provider under this agreement. The Service Provider shall maintain complete and accurate records of, and supporting documentation for, all amounts which may be chargeable to the Council pursuant to this agreement. Such records shall be retained for inspection by the Council for seven years from the end of the Contract Year to which the records relate. Where the Service Provider enters into a Sub-Contract with a supplier or contractor for the purpose of performing this agreement, it shall cause a term to be included in such a Sub-Contract that requires payment to be made of undisputed sums by the Service Provider to the Sub-Contractor within a specified period not exceeding 30 days from the receipt of a valid invoice, as defined by the Sub-Contract requirements. The Council may retain or set off any sums owed to it by the Service Provider which have fallen due and payable against any sums due to the Service Provider under this agreement or any other agreement pursuant to which the Service Provider or any Associated Company of the Service Provider provides goods or services to the Council. The Service Provider shall make any payments due to the Council without any deduction whether by way of set-off, counterclaim, discount, abatement or otherwise, unless the Service Provider has a valid court order requiring an amount equal to such deduction to be paid by the Council to the Service Provider. Staff Personnel used to provide the services At all times, the Service Provider shall ensure that: each of the Service Provider's Personnel is suitably qualified, adequately trained and capable of providing the applicable Services in respect of which they are engaged; there is an adequate number of Service Provider's Personnel to provide the Services properly; only those people who are authorised by the Service Provider (under the authorisation procedure to be agreed between the parties) are involved in providing the Services; and all of the Service Provider's Personnel comply with all of the Council's policies. The Council may refuse to grant access to, and remove, any of the Service Provider's Personnel who do not comply with any such policies, or if they otherwise present a security threat. The Service Provider shall replace any of the Service Provider's Personnel who the Council reasonably decides have failed to carry out their duties with reasonable skill and care. Following the removal of any of the Service Provider's Personnel for any reason, the Service Provider shall ensure such person is replaced promptly with another person with the necessary training and skills to meet the requirements of the Services. The Service Provider shall maintain up-to-date personnel records on the Service Provider's Personnel engaged in the provision of the Services and, on request, provide reasonable information to the Council on the Service Provider's Personnel. The Service Provider shall ensure at all times that it has the right to provide these records in compliance with the applicable Data Protection Legislation. The Service Provider shall use its best endeavours to ensure continuity of personnel and to ensure that the turnover rate of its staff engaged in the provision or management of the Services is at least as good at the prevailing industry norm for similar services, locations and environments. The parties agree that the provisions of Schedule 6 shall apply to any Relevant Transfer of staff under this agreement. Contract management Monitoring The Council may monitor the performance of the Services by the Service Provider. The Service Provider shall co-operate, and shall procure that its Sub-Contractors co-operate, with the Council in carrying out the monitoring referred to in clause REF "a770190" \h \w  \* MERGEFORMAT 10.1 at no additional charge to the Council. Change control and continuous improvement Any requirement for a Change shall be subject to the Change Control Procedure. The Service Provider shall have an on-going obligation throughout the Term to identify new or potential improvements to the Services. As part of this obligation the Service Provider shall identify and report to the Council's Authorised Representative quarterly in each Contract Year on: the emergence of new and evolving relevant technologies which could improve the Services; new or potential improvements to the Services including the quality, responsiveness, procedures, performance mechanisms and customer support services in relation to the Services; new or potential improvements to the interfaces or integration of the Services with other services provided by third parties or the Council which might result in efficiency or productivity gains or in reduction of operational risk; and changes in ways of working that would enable the Services to be delivered at lower costs and/or at greater benefits to the Council. Any potential Changes highlighted as a result of the Service Provider's reporting in accordance with clause REF "a227716" \h \w  \* MERGEFORMAT 11.2 shall be addressed by the parties using the Change Control Procedure. Dispute resolution Either party may call an extraordinary meeting of the parties by service of not less than five Working Days' written notice and each party agrees to procure that its Authorised Representative shall attend all extraordinary meetings called in accordance with this clause. The members of the relevant meeting shall use their best endeavours to resolve disputes arising out of this agreement. If any dispute referred to a meeting is not resolved at that meeting then either party, by notice in writing to the other, may refer the dispute to senior officers of the two parties who shall co-operate in good faith to resolve the dispute as amicably as possible within 14 days of service of such notice. If the senior officers fail to resolve the dispute in the allotted time, then the Dispute Resolution Procedure shall be deemed exhausted. Sub-Contracting and assignment Subject to clause REF "a672287" \h \w  \* MERGEFORMAT 13.3, neither party shall be entitled to assign, novate or otherwise dispose of any or all of its rights and obligations under this agreement without the prior written consent of the other party, neither may the Service Provider sub-contract the whole or any part of its obligations under this agreement except with the express prior written consent of the Council. In the event that the Service Provider enters into any Sub-Contract in connection with this agreement it shall: remain responsible to the Council for the performance of its obligations under this agreement notwithstanding the appointment of any Sub-Contractor and be responsible for the acts omissions and neglects of its Sub-Contractors; impose obligations on its Sub-Contractor in the same terms as those imposed on it pursuant to this agreement and shall procure that the Sub-Contractor complies with such terms; and provide a copy, at no charge to the Council, of any such Sub-Contract on receipt of a request for such by the Council's Authorised Representative. The Council shall be entitled to novate this agreement to any other body which substantially performs any of the functions that previously had been performed by the Council. Liability Indemnities The Service Provider shall indemnify and keep indemnified the Council against all actions, proceedings, costs, claims, demands, liabilities, losses and expenses whatsoever whether arising in tort (including negligence) default or breach of this agreement, to the extent that any such loss or claim is due to the breach of contract, negligence, wilful default or fraud of itself or of its employees or of any of its representatives or sub-contractors save to the extent that the same is directly caused by or directly arises from the negligence, breach of this agreement or applicable law by the Council or its representatives (excluding the Service Provider or any Sub-Contractor). Limitation of liability Subject to clause REF "a120903" \h \w  \* MERGEFORMAT 15.3, neither party shall be liable to the other party (as far as permitted by law) for indirect special or consequential loss or damage in connection with this agreement which shall include, without limitation, any loss of or damage to profit, revenue, contracts, anticipated savings, goodwill or business opportunities whether direct or indirect. Each party shall at all times take all reasonable steps to minimise and mitigate any loss or damage for which the relevant party is entitled to bring a claim against the other party pursuant to this agreement. Notwithstanding any other provision of this agreement neither party limits or excludes its liability for: fraud or fraudulent misrepresentation; death or personal injury caused by its negligence; breach of any obligation as to title implied by statute; or any other act or omission, liability for which may not be limited under any applicable law. Insurance The Service Provider shall at its own cost effect and maintain with a reputable insurance company a policy or policies of insurance providing as a minimum the following levels of cover: public liability insurance with a limit of indemnity of not less than 10,000,000 (ten million pounds) in relation to any one claim or series of claims; employer's liability insurance with a limit of indemnity of not less than 10,000,000 (ten million pounds) in relation to any one claim or series of claims; and professional indemnity insurance with a limit of indemnity of not less than 5,000,000 (five million pounds) in relation to any one claim or series of claims and shall ensure that all professional consultants or Sub-Contractors involved in the provision of the Services hold and maintain appropriate cover (the Required Insurances) in respect of all risks which may be incurred by the Service Provider, arising out of the Service Provider's performance of this agreement, including death or personal injury, loss of or damage to property or any other loss. Such policies shall include cover in respect of any financial loss arising from any advice given or omitted to be given by the Service Provider. The Service Provider shall give the Council, on request, copies of all insurance policies referred to in this clause or a broker's verification of insurance to demonstrate that the Required Insurances are in place, together with receipts or other evidence of payment of the latest premiums due under those policies. If, for whatever reason, the Service Provider fails to give effect to and maintain the Required Insurances, the Council may make alternative arrangements to protect its interests and may recover the costs of such arrangements from the Service Provider. The terms of any insurance or the amount of cover shall not relieve the Service Provider of any liabilities under this agreement. The Service Provider shall hold and maintain the Required Insurances for a minimum of six years following the expiration or earlier termination of this agreement. Information Freedom of information The Service Provider acknowledges that the Council is subject to the requirements of the FOIA and the Environmental Information Regulations and shall assist and co-operate with the Council (at the Service Provider's expense) to enable the Council to comply with these information disclosure requirements. The Service Provider shall and shall procure that its Sub-Contractors shall: transfer the Request for Information to the Council as soon as practicable after receipt and in any event within two Working Days of receiving a Request for Information; provide the Council with a copy of all Information in its possession or power in the form that the Council requires within five Working Days (or such other period as the Council may specify) of the Council requesting that Information; and provide all necessary assistance as reasonably requested by the Council to enable the Council to respond to a Request for Information within the time for compliance set out in section 10 of the FOIA or regulation 5 of the Environmental Information Regulations. The Council shall be responsible for determining at its absolute discretion whether any Information: is exempt from disclosure in accordance with the provisions of the FOIA or the Environmental Information Regulations; and/or is to be disclosed in response to a Request for Information. In no event shall the Service Provider respond directly to a Request for Information unless expressly authorised to do so by the Council. The Service Provider acknowledges that the Council may, acting in accordance with the Secretary of State for Constitutional Affairs' Code of Practice on the discharge of public authorities' functions under Part 1 of FOIA (issued under section 45 of the FOIA, November 2004), be obliged under the FOIA or the Environmental Information Regulations to disclose Information: without consulting with the Service Provider; or following consultation with the Service Provider and having taken its views into account, provided always that where clause REF "a451697" \h \w  \* MERGEFORMAT 17.5(b) applies the Council shall, in accordance with any recommendations of the Code, take reasonable steps, where appropriate, to give the Service Provider advanced notice, or failing that, to draw the disclosure to the Service Provider's attention after any such disclosure. The Service Provider shall ensure that all Information produced in the course of this agreement or relating to this agreement is retained for disclosure and shall permit the Council to inspect such records as requested from time to time. The Service Provider acknowledges that any details provided by it outlining information that it considers to be confidential or commercially sensitive are of indicative value only and that the Council may nevertheless be obliged to disclose such information in accordance with clause REF "a473060" \h \w  \* MERGEFORMAT 17.5. Data protection The Service Provider shall (and shall procure that any of the Service Provider's Personnel involved in the provision of this agreement shall) comply with any notification requirements under the DPA and both parties shall duly observe all their obligations under the DPA, which arise in connection with this agreement. Notwithstanding the general obligation in clause REF "a263478" \h \w  \* MERGEFORMAT 18.1, where the Service Provider is processing Personal Data as a Data Processor for the Council, the Service Provider shall ensure that it has in place appropriate technical and contractual measures to ensure the security of the Personal Data (and to guard against unauthorised or unlawful processing of the Personal Data and against accidental loss or destruction of, or damage to, the Personal Data), as required under the Seventh Data Protection Principle in Schedule 1 to the DPA; and provide the Council with such information as the Council may reasonably require to satisfy itself that the Service Provider is complying with its obligations under the DPA; promptly notify the Council of any breach of the security measures required to be put in place pursuant to clause REF "a846906" \h \w  \* MERGEFORMAT 18.2; and ensure it does not knowingly or negligently do or omit to do anything which places the Council in breach of the Council's obligations under the DPA. The provisions of this clause shall apply during the continuance of this agreement and indefinitely after its expiry or termination. Confidentiality Subject to clause REF "a836225" \h \w  \* MERGEFORMAT 19.2, the parties shall keep confidential all matters relating to this agreement and shall use all reasonable endeavours to prevent their Representatives from making any disclosure to any person of any matters relating hereto. Clause REF "a355565" \h \w  \* MERGEFORMAT 19.1 shall not apply to any disclosure of information: required by any applicable law, provided that clause REF "a715012" \h \w  \* MERGEFORMAT 17.1 shall apply to any disclosures required under the FOIA or the Environment Information Regulations; that is reasonably required by persons engaged by a party in the performance of such party's obligations under this agreement; where a party can demonstrate that such information is already generally available and in the public domain otherwise than as a result of a breach of clause REF "a355565" \h \w  \* MERGEFORMAT 19.1; by the Council of any document to which it is a party and which the parties to this agreement have agreed contains no commercially sensitive information; to enable a determination to be made under clause REF "a736375" \h \w  \* MERGEFORMAT 12; which is already lawfully in the possession of the receiving party, prior to its disclosure by the disclosing party; by the Council to any other department, office or agency of the Government; and by the Council relating to this agreement and in respect of which the Service Provider has given its prior written consent to disclosure. On or before the Termination Date the Service Provider shall ensure that all documents and/or computer records in its possession, custody or control which relate to personal information of the Council's employees, rate-payers or service users, are delivered up to the Council or securely destroyed. Audit During the Term and for a period of seven years after the Termination Date, the Council may conduct or be subject to an audit for the following purposes: to verify the accuracy of Charges (and proposed or actual variations to them in accordance with this agreement) and/or the costs of all suppliers (including Sub-Contractors) of the Services at the level of detail agreed in schedule 3 (Charges and payment); to review the integrity, confidentiality and security of any data relating to the Council or any service users; to review the Service Provider's compliance with the DPA, the FOIA, in accordance with clause REF "a124621" \h \w  \* MERGEFORMAT 18 (Data Protection) and clause REF "a80769" \h \w  \* MERGEFORMAT 17 (Freedom of Information) and any other legislation applicable to the Services; to review any records created; to review any books of account kept by the Service Provider in connection with the provision of the Services; to carry out the audit and certification of the Council's accounts; or to carry out an examination pursuant to sections 44 and 46 of the Audit Commission Act 1998 of the economy, efficiency and effectiveness with which the Council has used its resources. Except where an audit is imposed on the Council by a regulatory body, the Council may not conduct an audit under this clause REF "a874905" \h \w  \* MERGEFORMAT 20 more than twice in any calendar year. The Council shall use its reasonable endeavours to ensure that the conduct of each audit does not unreasonably disrupt the Service Provider or delay the provision of the Services. Subject to the Council's obligations of confidentiality, the Service Provider shall on demand provide the Council and any relevant regulatory body (and/or their agents or representatives) with all reasonable co-operation and assistance in relation to each audit, including: all information requested by the above persons within the permitted scope of the audit; reasonable access to any sites controlled by the Service Provider and to any equipment used (whether exclusively or non-exclusively) in the performance of the Services; and access to the Service Provider's Personnel. The Council shall endeavour to (but is not obliged to) provide at least 15 days notice of its or, where possible, a regulatory body's, intention to conduct an audit. The parties agree that they shall bear their own respective costs and expenses incurred in respect of compliance with their obligations under this clause, unless the audit identifies a material failure to perform its obligations under this agreement in any material manner by the Service Provider in which case the Service Provider shall reimburse the Council for all the Council's reasonable costs incurred in the course of the audit. If an audit identifies that: the Service Provider has failed to perform its obligations under this agreement in any material manner, the parties shall agree and implement a remedial plan. If the Service Provider's failure relates to a failure to provide any information to the Council about the Charges, proposed Charges or the Service Provider's costs, then the remedial plan shall include a requirement for the provision of all such information; the Council has overpaid any Charges, the Service Provider shall pay to the Council the amount overpaid within 20 Working Days. The Council may deduct the relevant amount from the Charges if the Service Provider fails to make this payment; and the Council has underpaid any Charges, the Council shall pay to the Service Provider the amount of the under-payment less the cost of audit incurred by the Council if this was due to a default by the Service Provider in relation to invoicing within 20 Working Days. Intellectual property In the absence of prior written agreement by the Council to the contrary, all Intellectual Property created by the Service Provider or any employee, agent or subcontractor of the Service Provider: in the course of performing the Services; or exclusively for the purpose of performing the Services, shall vest in the Council on creation. The Service Provider shall indemnify the Council against all claims, demands, actions, costs, expenses (including legal costs and disbursements on a solicitor and client basis), losses and damages arising from or incurred by reason of any infringement or alleged infringement (including the defence of such alleged infringement) of any Intellectual Property Right by the availability of the Services, except to the extent that they have been caused by or contributed to by the Council's acts or omissions. Termination Termination for breach The Council may terminate this agreement with immediate effect by the service of written notice on the Service Provider in the following circumstances: if the Service Provider is in breach of any material obligation under this agreement provided that if the breach is capable of remedy, the Council may only terminate this agreement under this clause REF "a63124" \h \w  \* MERGEFORMAT 22.1 if the Service Provider has failed to remedy such breach within 28 days of receipt of notice from the Council (a Remediation Notice) to do so; if a consistent failure has occurred; if a Catastrophic Failure has occurred; if a resolution is passed or an order is made for the winding up of the Service Provider (otherwise than for the purpose of solvent amalgamation or reconstruction) or the Service Provider becomes subject to an administration order or a receiver or administrative receiver is appointed over or an encumbancer takes possession of any of the Service Provider's property or equipment; if the Service Provider ceases or threatens to cease to carry on business in the United Kingdom; or if there is a change of control (as defined in section 574 of the Capital Allowances Act 2001) of the Service Provider to which the Council reasonably objects. The Council may terminate this agreement in accordance with the provisions of clause REF "a851771" \h \w  \* MERGEFORMAT 24 and clause 25. If this agreement is terminated by the Council for cause such termination shall be at no loss or cost to the Council and the Service Provider hereby indemnifies the Council against any such losses or costs which the Council may suffer as a result of any such termination for cause. Termination on notice The Council may terminate this agreement at any time by giving three months written notice to the Service Provider. Force majeure Subject to the remaining provisions of this clause REF "a851771" \h \w  \* MERGEFORMAT 24, neither party to this agreement shall be liable to the other for any delay or non-performance of its obligations under this agreement to the extent that such non-performance is due to a Force Majeure Event. In the event that either party is delayed or prevented from performing its obligations under this agreement by a Force Majeure Event, such party shall: give notice in writing of such delay or prevention to the other party as soon as reasonably possible, stating the commencement date and extent of such delay or prevention, the cause thereof and its estimated duration; use all reasonable endeavours to mitigate the effects of such delay or prevention on the performance of its obligations under this agreement; and resume performance of its obligations as soon as reasonably possible after the removal of the cause of the delay or prevention. A party cannot claim relief if the Force Majeure Event is attributable to that party's wilful act, neglect or failure to take reasonable precautions against the relevant Force Majeure Event. The Service Provider cannot claim relief if the Force Majeure Event is one where a reasonable service provider should have foreseen and provided for the cause in question. As soon as practicable following the affected party's notification, the parties shall consult with each other in good faith and use all reasonable endeavours to agree appropriate terms to mitigate the effects of the Force Majeure Event and to facilitate the continued performance of this agreement. Where the Service Provider is the affected party, it shall take and/or procure the taking of all steps to overcome or minimise the consequences of the Force Majeure Event in accordance with Best Industry Practice. The affected party shall notify the other party as soon as practicable after the Force Majeure Event ceases or no longer causes the affected party to be unable to comply with its obligations under this agreement. Following such notification, this agreement shall continue to be performed on the terms existing immediately before the occurrence of the Force Majeure Event unless agreed otherwise by the parties. The Council may, during the continuance of any Force Majeure Event, terminate this agreement by written notice to the Service Provider if a Force Majeure Event occurs that affects all or a substantial part of the Services and which continues for more than ten Working Days. prevention of bribery The Service Provider: shall not, and shall procure that any Service Provider Party and all Service Provider Personnel shall not, in connection with this agreement commit a Prohibited Act; warrants, represents and undertakes that it is not aware of any financial or other advantage being given to any person working for or engaged by the Council, or that an agreement has been reached to that effect, in connection with the execution of this agreement, excluding any arrangement of which full details have been disclosed in writing to the Council before execution of this agreement. The Service Provider shall: if requested, provide the Council with any reasonable assistance, at the Council's reasonable cost, to enable the Council to perform any activity required by any relevant government or agency in any relevant jurisdiction for the purpose of compliance with the Bribery Act 2010; within ten Working Days of the Commencement Date, and annually thereafter, certify to the Council in writing (such certification to be signed by an officer of the Service Provider) compliance with this clause 25 by the Service Provider and all persons associated with it or other persons who are supplying goods or services in connection with this agreement. The Service Provider shall provide such supporting evidence of compliance as the Council may reasonably request. The Service Provider shall have an anti-bribery policy (which shall be disclosed to the Council) to prevent any Service Provider Party or Service Provider Personnel from committing a Prohibited Act and shall enforce it where appropriate. If any breach of clause 25.1 is suspected or known, the Service Provider must notify the Council immediately. If the Service Provider notifies the Council that it suspects or knows that there may be a breach of clause 25.1, the Service Provider must respond promptly to the Council's enquiries, co-operate with any investigation, and allow the Council to audit books, records and any other relevant documentation. This obligation shall continue for seven years following the expiry or termination of this agreement. The Council may terminate this agreement by written notice with immediate effect if the Service Provider, Service Provider Party or Service Provider Personnel (in all cases whether or not acting with the Service Provider's knowledge) breaches clause 25.1. In determining whether to exercise the right of termination under this clause 25.6, the Council shall give all due consideration, where appropriate, to action other than termination of this agreement unless the Prohibited Act is committed by the Service Provider or a senior officer of the Service Provider or by an employee, Sub-Contractor or supplier not acting independently of the Service Provider. The expression "not acting independently of" (when used in relation to the Service Provider or a Sub-Contractor) means and shall be construed as acting: with the Council; or, with the actual knowledge; of any one or more of the directors of the Service Provider or the Sub-Contractor (as the case may be); or in circumstances where any one or more of the directors of the Service Provider ought reasonably to have had knowledge. Any notice of termination under clause 25.6 must specify: the nature of the Prohibited Act; the identity of the party whom the Council believes has committed the Prohibited Act; and the date on which this agreement will terminate. Despite clause 20 (Dispute resolution), any dispute relating to: the interpretation of clause 25; or the amount or value of any gift, consideration or commission, shall be determined by the Council and its decision shall be final and conclusive. Any termination under clause 25.6 will be without prejudice to any right or remedy which has already accrued or subsequently accrues to the Council. Consequences of termination On termination of this agreement (or where reasonably so required by the Council before such termination) the Service Provider shall procure that all data and other material belonging to the Council (and all media of any nature containing information and data belonging to the Council or relating to the Services), shall be delivered to the Council forthwith and the Service Provider's Authorised Representative shall certify full compliance with this clause. The provisions of clause REF "a674878" \h \w  \* MERGEFORMAT 14 (Indemnities), clause REF "a508022" \h \w  \* MERGEFORMAT 16 (Insurance), clause REF "a80769" \h \w  \* MERGEFORMAT 17 (Freedom of Information), clause REF "a124621" \h \w  \* MERGEFORMAT 18 (Data Protection), clause REF "a874905" \h \w  \* MERGEFORMAT 20 (Audit), clause REF "a1035125" \h \w  \* MERGEFORMAT 22 (Termination for Breach) and this clause 26 (Consequences of termination) shall survive termination or expiry of this agreement. General provisions Waiver No forbearance or delay by either party in enforcing its respective rights will prejudice or restrict the rights of that party, and no waiver of any such rights or of any breach of any contractual terms will be deemed to be a waiver of any other right or of any later breach. In particular, but without limitation to the generality of the foregoing, any prior acceptance or approval communicated by the Council to the Service Provider in respect of the Services or any omission on the part of the Council to communicate such prior acceptance or approval shall not relieve the Service Provider of its obligations to deliver the Services in accordance with the provisions of this agreement. Cumulation of remedies Subject to the specific limitations set out in this agreement, no remedy conferred by any provision of this agreement is intended to be exclusive of any other remedy except as expressly provided for in this agreement and each and every remedy shall be cumulative and shall be in addition to every other remedy given thereunder or existing at law or in equity by statute or otherwise. Severability If any of the provisions of this agreement is judged to be illegal or unenforceable, the continuation in full force and effect of the remainder of them will not be prejudiced. Partnership or agency Nothing in this agreement shall be construed as constituting a partnership between the parties or as constituting either party as the agent of the other for any purpose whatsoever except as specified by the terms of this agreement. Third party rights No term of this agreement is intended to confer a benefit on, or to be enforceable by, any person who is not a party to this agreement. Publicity The Service Provider shall not: make any press announcements or publicise this agreement or its contents in any way; or use the Council's name or brand in any promotion or marketing or announcement of orders, without the prior written consent of the Council. Notices Notices shall be in writing, and shall be sent to the other party marked for the attention of the person at the address set out for such party in this agreement. Notices may be sent by first-class mail, email or facsimile transmission provided that email and facsimile transmissions are confirmed within 24 hours by first-class mailed confirmation of a copy. Correctly addressed notices sent by first-class mail shall be deemed to have been delivered 72 hours after posting and correctly directed emails and facsimile transmissions shall be deemed to have been received instantaneously on transmission provided that they are confirmed as set out above. Entire agreement This agreement, the schedules and the documents annexed to it or otherwise referred to in it contain the whole agreement between the parties relating to the subject matter hereof and supersede all prior agreements, arrangements and understandings between the parties relating to that subject matter. Governing law and jurisdiction This agreement and any dispute or claim arising out of or in connection with it or its subject matter shall be governed by and construed in accordance with the law of England and Wales. The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this agreement or its subject matter. Specification Council Policies PUBLIC INTEREST DISCLOSURE (WHISLTEBLOWING) The Service Provider shall comply with the Public Interest Disclosure Act 1998 (as if such Act applied to the Service Provider) and shall establish and where necessary update from time to time a procedure for the Service Provider's Personnel encouraging those personnel to report to the Service Provider any incidents of malpractice within the Service Provider or Council. In this context malpractice shall include any fraud or financial irregularity, corruption, criminal offences, failure to comply with any legal or regulatory obligation, endangering the health or safety of any individual, endangering the environment, serious misconduct or serious financial maladministration. EQUALITIES The Service Provider shall adopt and operate a policy to comply with its statutory obligations including but not limited to those under the Human Rights Act 1998, the Data Protection Act 1998 and the Equality Act 2010 and shall observe as far as possible all relevant codes of practice, including the EHRC Employment Statutory Code of Practice, which came into force on 6 April 2011, and accordingly will not treat one group of people less favourably than another because of their colour race religion nationality gender age sexual orientation or any disability in relation to its decisions to recruit, train or promote employees or its performance of the Services, particularly in relation to its dealings with members of the public and the Service Provider shall ensure that its employees also comply with its statutory obligations, in the same terms as above, particularly in relation to their dealings with members of the public when engaged in the performance of the Services. The Service Provider shall observe as far as possible and at least in accordance with the Councils published criteria the Equality and Human Rights Commissions Code of Practice on Racial Equality in Employment brought into effect by the Race Relations Code of Practice relating to Employment (Appointed Day) Order 2006 which gives practical guidance to employers and others on the elimination of racial discrimination and the promotion of equality of opportunity in employment including the steps that can be taken to encourage members of the ethnic minorities to apply for jobs or take up training opportunities. In the event of any finding of unlawful discrimination being made against the Service Provider during the term this agreement by any court or employment tribunal or of an adverse finding in any form of investigation by a body charged with carrying out such investigation over the same period the Service Provider shall inform the Council of this finding and shall take appropriate steps to prevent repetition of the unlawful discrimination. The Service Provider shall on request provide the Council with details of any steps taken under paragraph 1.2(c) above. The Service Provider shall set out its policy on discrimination: in instructions for those concerned with the recruitment training and promotion of its employees and sub-contractors; in documents available to employees recognised trade unions or other representative groups of employees; and in recruitment advertisements and other literature. The Service Provider shall set out its policy on discrimination In instructions for those concerned with the recruitment training and promotion In documents available to employees recognised Trade Unions or other representative groups of employees In recruitment advertisements or other literature The Service Provider shall on request provide the Council with examples of the instructions and document recruitment advertisements or other literature. The Service Provider shall provide such information as the Council may reasonably request for the purpose of assessing the Service Providers compliance with paragraphs 1.2(a) to 1.2(f) above as far as relevant. The Service Provider shall maintain racial incidents records and provide this information on a regular basis The Service Provider shall by reference to its obligations under this paragraph 1.2 at all times maintain a system of audit monitoring and actions in respect of its employment practices services and customer care generally with a view to eliminating any disadvantage or discrimination on the basis of and to promoting equality of opportunity on the grounds of race (including ethnic origin nationality national origin or colour), gender, marital status, gender reassignment or disability, the promotion of good race relations between people of different racial groups, the need to take steps to take account of disabled persons disabilities, the promotion of positive attitudes towards disabled persons and the need to encourage participation by disabled persons in public life. Further, the Service Provider shall co-operate with the Council in providing statistics and other information as the Council may from time to time reasonably require in connection with its duties as a public authority in connection with persons protected under equality legislation. BEST VALUE In undertaking the Services, the Service Provider shall be under a duty to secure demonstrable, measurable continuous improvement (having regard to efficiency, economy and effectiveness) in the achievement of the delivery of its contractual obligations and of the Services as a whole, including specifically the cost of the Services, the time, cost quality and health and safety standards of the various processes involved in delivery of the Services and generally to provide best value outcomes to the Council as are set out in the Specification AND FURTHER the Service Provider shall co-operate with the Council and others to the extent required so that the Council can keep under review the performance of the Services required under this agreement and this paragraph in particular. ENVIRONMENT The Service Provider shall comply with its statutory obligations under Environmental Legislation and for the purposes of this agreement Environmental Legislation means the Environmental Protection Act 1990, the Water Resources Act 1991, the Clean Air Act 1993, the Environment Act 1995 and any regulations, directions or guidance having statutory effect pursuant to the same, or any EU directive having effect which makes provision for the control of pollution, the control of hazardous substances land use control and wild life and countryside protection. In the event of any finding by any court or tribunal or other judicial or quasi-judicial body being made against the Service Provider in respect of any breach of environmental legislation the Service Provider shall take appropriate steps to abate such a breach and prevent its repetition. The Service Provider shall upon request provide the Council with details of any steps taken under paragraph 1.4(b) above. The Service Provider shall within 3 months of the date of this agreement adopt a policy to the satisfaction of the Council to comply with the Councils Guide to Sustainable Procurement ( HYPERLINK "http://www.leicester.gov.uk/your-council-services/ep/the-environment/environmental-policies-action/sustainable-procurement/" http://www.leicester.gov.uk/your-council-services/ep/the-environment/environmental-policies-action/sustainable-procurement/) and shall thereafter maintain such a policy taking account as far as is reasonably practical of any amendment to that policy from time to time made by the Council and any revisions or amendments to any national guidelines or any nationally recognised procedures or lists which relate to the minimising of environmental emergency. The Service Provider shall observe as far as possible the policy from time to time enforced by virtue of paragraph 1.4(d) above. The Service Provider shall provide such information as the Council may reasonably request for the purposes of assessing the Service Providers compliance with paragraphs 1.4(d) and 1.4(e) above as far as is relevant including examples of documents advertisements or other literature. The Service Provider shall: institute and maintain an environmental management system in accordance with the procedures targets and other specifications mentioned in, and shall provide and perform the Services in all respects in accordance with, the Environmental Statement (where the words Environmental Statement mean the environmental method statement and any other information or representations supplied with incorporated into or presented within the Service Providers response to the Councils invitation to the Service Provider to negotiate for this agreement. operate such environmental management system as referred to in paragraph 1.4(g)(i) above during the operational phase that complies with the Councils EMAS environmental objectives and targets (a copy of which is available from the Council on request) and shall furnish such detailed information as the Council may reasonably require in regard thereto and without prejudice to the generality of the foregoing shall accurately complete and submit to the Council, at such times as the Council shall reasonably direct (but so that the Service Provider shall not be required to submit more than one return in any one period of 12 months), performance returns in the form to be directed by the Council (acting reasonably). The Service Provider shall also permit the Council (acting reasonably) to inspect the system referred to in this paragraph for compliance with the requirements of this paragraph. The Service Provider shall provide the Services so that all vehicles used in provision of the Services will comply with the Councils best practice requirements under its policies from time to time in force such as to EMAS. Where higher standards are not set under such policy the minimum standard will be for all vehicles used in the provision of the Services to meet the current Euro Standards (Euro V in the year 2008) and if the vehicle has a diesel engine it must run on a biofuel mix of at least 5%. Charges and payment Charges The Council shall (subject to the Service Provider performing its obligations under this agreement) pay to the Service Provider charges of [figures] ([words]) per year during the Term (the Charges) and the Councils total aggregate liability to the Service Provider under this agreement in each full year during the Term shall not exceed such sum. The Charges shall become due to the Service Provider following its completion of the Services in accordance with the terms and conditions of this agreement. The Service Provider shall not be entitled to receive any sum under this agreement other than the Charges and, for the avoidance of doubt, disbursements shall not be charged to the Council. Charges based on a fixed price ServiceMonthly cost ()[INSERT RELEVANT PART OF SERVICES][INSERT FIGURE TO BE CHARGED TO AUTHORITY][INSERT RELEVANT PART OF SERVICES][INSERT FIGURE TO BE CHARGED TO AUTHORITY][INSERT RELEVANT PART OF SERVICES][INSERT FIGURE TO BE CHARGED TO AUTHORITY]TOTAL[INSERT FIGURE TO BE CHARGED TO AUTHORITY] Payment triggered by meeting milestones WorkstreamMilestoneDate completion expectedCharge payable on completion ()[INSERT][INSERT DETAILS][INSERT DATE][INSERT FIGURE][INSERT][INSERT DETAILS][INSERT DATE][INSERT FIGURE][INSERT][INSERT DETAILS][INSERT DATE][INSERT FIGURE] Payment Plan The Service Provider shall submit invoices to the Council for payment of one twelfth of the Charges on the last Working Day of each month during the Term and each invoice shall become due for payment in accordance with clause 8.3. Contract management Authorised representatives The Councils initial Authorised Representative: Name: [name] Post: [post] Email: [email] Address: [address] Tel. [number] Fax: [number] The Service Provider's initial Authorised Representative: Name: [name] Post: [post] Email: [email] Address: [address] Tel. [number] Fax: [number] Change control General principles Where the Council or the Service Provider sees a need to change this agreement, the Council may at any time request, and the Service Provider may at any time recommend, such Change only in accordance with the Change Control Procedure set out in paragraph 2 of this schedule 5. Until such time as a Change is made in accordance with the Change Control Procedure, the Council and the Service Provider shall, unless otherwise agreed in writing, continue to perform this agreement in compliance with its terms before such Change. Any discussions which may take place between the Council and the Service Provider in connection with a request or recommendation before the authorisation of a resultant Change shall be without prejudice to the rights of either party. Any work undertaken by the Service Provider and the Service Provider's Personnel which has not been authorised in advance by a Change, and which has not been otherwise agreed in accordance with the provisions of this schedule 5, shall be undertaken entirely at the expense and liability of the Service Provider. Procedure Discussion between the Council and the Service Provider concerning a Change shall result in any one of the following: no further action being taken; or a request to change this agreement by the Council; or a recommendation to change this agreement by the Service Provider. Where a written request for an amendment is received from the Council, the Service Provider shall, unless otherwise agreed, submit two copies of a Change Control Note signed by the Service Provider to the Council within three weeks of the date of the request. A recommendation to amend this agreement by the Service Provider shall be submitted directly to the Council in the form of two copies of a Change Control Note signed by the Service Provider at the time of such recommendation. The Council shall give its response to the Change Control Note within three weeks. Each Change Control Note shall contain: the title of the Change; the originator and date of the request or recommendation for the Change; the reason for the Change; full details of the Change, including any specifications; the price, if any, of the Change; a timetable for implementation, together with any proposals for acceptance of the Change; a schedule of payments if appropriate; details of the likely impact, if any, of the Change on other aspects of this agreement including: the timetable for the provision of the Change; the personnel to be provided; the Charges; the Documentation to be provided; the training to be provided; working arrangements; other contractual issues; the date of expiry of validity of the Change Control Note; and provision for signature by the Council and the Service Provider. For each Change Control Note submitted by the Service Provider the Council shall, within the period of the validity of the Change Control Note: allocate a sequential number to the Change Control Note; and evaluate the Change Control Note and, as appropriate: request further information; arrange for two copies of the Change Control Note to be signed by or on behalf of the Council and return one of the copies to the Service Provider; or notify the Service Provider of the rejection of the Change Control Note. A Change Control Note signed by the Council and by the Service Provider shall constitute an amendment to this agreement. TUPE Transfer of employees Definitions The definitions in this paragraph apply in this schedule: Employee Liability Information: the information that a transferor is obliged to notify to a transferee under Regulation 11(2) of TUPE: the identity and age of the employee; and the employee's written statement of employment particulars (as required under section 1 of the Employment Rights Act 1996); and information about any disciplinary action taken against the employee and any grievances raised by the employee, where a Code of Practice issued under Part IV of the Trade Union and Labour Relations (Consolidation) Act 1992 relating exclusively or primarily to the resolution of disputes applied, within the previous two years; and information about any court or tribunal case, claim or action either brought by the employee against the transferor within the previous two years or where the transferor has reasonable grounds to believe that such action may be brought against the Service Provider arising out of the employee's employment with the transferor; and information about any collective agreement that will have effect after the Effective Date or the Service Transfer Date, as the case may be, in relation to the employee under regulation 5(a) of TUPE. Employment Liabilities: all claims, including claims for redundancy payments, unlawful deduction of wages, unfair, wrongful or constructive dismissal compensation, compensation for sex, race, disability, age, religion or belief, gender reassignment, marriage or civil partnership, pregnancy or maternity, or sexual orientation discrimination, claims for equal pay, compensation for less favourable treatment of part-time workers, and any claims (whether in tort, contract, statute or otherwise), demands, actions, proceedings and any award, compensation, damages, tribunal awards, fine, loss, order, penalty, disbursement, payment made by way of settlement and costs and expenses reasonably incurred in connection with a claim or investigation (including any investigation by the Equality and Human Rights Commission or other enforcement, regulatory or supervisory body), and of implementing any requirements which may arise from such investigation, and any legal costs and expenses. Relevant Employees: those employees whose contracts of employment transfer with effect from the Service Transfer Date to the Council or a Replacement Service Provider by virtue of the application of TUPE. Replacement Services: any services that are identical or substantially similar to any of the Services and which the Council receives in substitution for any of the Services following the termination or expiry of this agreement, whether those services are provided by the Council internally or by any Replacement Service Provider. Replacement Service Provider: any third party supplier of Replacement Services appointed by the Council from time to time. Service Provider's Final Staff List: the list of all the Service Provider's [and Sub-Contractor's] personnel engaged in, or wholly or mainly assigned to, the provision of the Services or any part of the Services at the Service Transfer Date. Service Provider's Provisional Staff List: the list prepared and updated by the Service Provider of all the Service Provider's [and Sub-Contractor's] personnel engaged in, or wholly or mainly assigned to, the provision of the Services or any part of the Services at the date of the preparation of the list. Service Transfer Date: the date on which the Services (or any part of the Services), transfer from the Service Provider or Sub-Contractor to the Council or any Replacement Service Provider. Staffing Information: in relation to all persons detailed on the Service Provider's Provisional Staff List, in an anonymised format, such information as the Council may reasonably request including the Employee Liability Information and details of whether the personnel are employees, workers, self-employed, contractors or consultants, agency workers or otherwise, and the amount of time spent on the provision of the Services. Transfer of employees from existing service provider to Service Provider It shall be for the Service Provider to determine its responsibilities under TUPE and to comply with same and the Service Provider shall be responsible for all remuneration, benefits, entitlements, outgoings and other expenses incurred thereunder and shall indemnify and keep indemnified the Council against any liabilities arising upon the Commencement Date and thereafter. Employment exit provisions This agreement envisages that subsequent to its commencement, the identity of the provider of the Services (or any part of the Services) may change (whether as a result of termination of this agreement, or part or otherwise) resulting in a transfer of the Services in whole or in part (Subsequent Transfer). If a Subsequent Transfer is a Relevant Transfer then the Council or Replacement Service Provider will inherit liabilities in respect of the Relevant Employees with effect from the relevant Service Transfer Date. The Service Provider shall [and shall procure that any Sub-Contractor shall] on receiving notice of termination of this agreement or otherwise, on request from the Council and at such times as required by TUPE, provide in respect of any person engaged or employed by the Service Provider or any Sub-Contractor in the provision of the Services, the Service Provider's Provisional Staff List and the Staffing Information together with any additional information required by the Council, including information as to the application of TUPE to the employees. The Service Provider shall notify the Council of any material changes to this information as and when they occur. At least 14 days prior to the Service Transfer Date, the Service Provider shall [and shall procure that any Sub-Contractor shall] prepare and provide to the Council and/or, at the direction of the Council, to the Replacement Service Provider, the Service Provider's Final Staff List, which shall be complete and accurate in all material respects. The Service Provider's Final Staff List shall identify which of the Service Provider's and Sub-Contractor's personnel named are Relevant Employees. The Council shall be permitted to use and disclose the Service Provider's Provisional Staff List, the Service Provider's Final Staff List and the Staffing Information for informing any tenderer or other prospective Replacement Service Provider for any services that are substantially the same type of services as (or any part of) the Services. The Service Provider warrants that the Service Provider's Provisional Staff List, the Service Provider's Final Staff List and the Staffing Information (together, the TUPE Information) will be true and accurate in all material respects and that no persons are employed or engaged in the provision of the Services other than those included on the Service Provider's Final Staff List. The Service Provider shall [and shall procure that any Sub-Contractor shall] ensure at all times that it has the right to provide the TUPE Information under Data Protection Legislation. Any change to the TUPE Information which would increase the total employment costs of the staff in the [six] months prior to termination of this agreement shall not (so far as reasonably practicable) take place without the Councils prior written consent, unless such changes are required by law. The Service Provider shall supply to the Council full particulars of such proposed changes and the Council shall be afforded reasonable time to consider them. The Service Provider shall indemnify and keep indemnified in full the Council [and at the Council's request each and every Replacement Service Provider] against all Employment Liabilities relating to: any person who is or has been employed or engaged by the Service Provider or any Sub-Contractor in connection with the provision of any of the Services; or any trade union or staff association or employee representative (where such claim arises as a result of any act, fault or omission of the Service Provider and/or any Sub-Contractor), arising from or connected with any failure by the Service Provider and/or any Sub-Contractor to comply with any legal obligation, whether under regulation 13 or 14 of TUPE or any award of compensation under regulation 15 of TUPE, under the Acquired Rights Directive or otherwise and, whether any such claim arises or has its origin before or after the Service Transfer Date. The parties shall co-operate to ensure that any requirement to inform and consult with the employees and or employee representatives in relation to any Relevant Transfer as a consequence of a Subsequent Transfer will be fulfilled. The parties agree that the Contracts (Rights of Third Parties) Act 1999 shall apply to paragraph REF "a348334" \h \w  \* MERGEFORMAT 3.1 to paragraph REF "a722180" \h \w  \* MERGEFORMAT 3.8, to the extent necessary to ensure that any Replacement Service Provider shall have the right to enforce the obligations owed to, and indemnities given to, the Replacement Service Provider by the Service Provider or the Council in its own right under section 1(1) of the Contracts (Rights of Third Parties) Act 1999. Despite paragraph REF "a337653" \h \w  \* MERGEFORMAT 3.10, it is expressly agreed that the parties may by agreement rescind or vary any terms of this contract without the consent of any other person who has the right to enforce its terms or the term in question despite that such rescission or variation may extinguish or alter that person's entitlement under that right. Safeguarding SAFEGUARDING CHILDREN AND VULNERABLE ADULTS 1 The parties acknowledge that where the Service Provider is a Regulated Activity Provider (because the nature of the Services falls within the definition of a regulated activity relating to children and/or to vulnerable adults in Part 1 and/or Part 2 of Schedule 4 of the Safeguarding Vulnerable Groups Act 2006 (as amended (Regulated Activity)) it shall have ultimate responsibility for the management and control of the Regulated Activity provided under this agreement and for the purposes of the Safeguarding Vulnerable Groups Act 2006. Regardless of whether the Service Provider is a Regulated Activity Provider the following provisions of this clause [x] shall apply. 1.1 The Service Provider acknowledges that it has read both: the Leicester Leicestershire and Rutland Safeguarding Adults Multi Agency Policy and Procedures for protecting vulnerable adults from abuse; and Leicester City Councils Safeguarding Children and Vulnerable Adults guidance to contracted provider. (together the Safeguarding Policies), each of which are available on Leicester City Councils website at  HYPERLINK "http://www.leicester.gov.uk/your-council-services/social-care-health/older-people/services-in-the-home-and-community/adult-protection/adult-protection-policy-and-procedures/" http://www.leicester.gov.uk/your-council-services/social-care-health/older-people/services-in-the-home-and-community/adult-protection/adult-protection-policy-and-procedures/ The Service Provider further acknowledges that the Safeguarding Policies are liable to amendment in response to statutory and policy changes and hereby consents to the Commissioner making such amendments at its sole discretion without further consultation with or agreement by the Service Provider. The Service Provider undertakes to review the Safeguarding Policies every three months and, in addition, when informed of amendments to their content by the Commissioner. The Service Provider shall observe and comply with the Safeguarding Policies (and any revision or replacement of them) in respect of its delivery of the Services as if they were set out below and it is agreed that the Safeguarding Policies (as amended) shall be incorporated into this agreement. 2 The Service Provider shall ensure that all individuals engaged in the provision of the Services are: subject to a valid enhanced disclosure check undertaken through the Criminal Records Bureau including a check against the adults' barred list or the children's barred list, as appropriate; and the Service Provider shall monitor the level and validity of the checks under this clause 2 for each member of staff. 3 The Service Provider warrants that at all times for the purposes of this agreement it has no reason to believe that any person who is or will be employed or engaged by the Service Provider in the provision of the Services is barred from any activity comprised in the Services in accordance with the provisions of the Safeguarding Vulnerable Groups Act 2006 and any regulations made thereunder, as amended from time to time. 4 The Service Provider shall immediately notify the Council of any information that it reasonably requests to enable it to be satisfied that the obligations of this clause [x] have been met. In addition, the Service Provider shall: on the engagement of any person who is or will be employed or engaged by the Service Provider in the provision of the Services; and on the third anniversary of the previous disclosure in respect of any such person notify the Authorised Officer of this and supply a certificate that the checks required by this clause 4 have been made and that the result of each check is satisfactory. 5 The Service Provider shall refer information about any person carrying out the Services to the Independent Safeguarding Authority where it removes permission for such person to carry out the Services (or would have, if such person had not otherwise ceased to carry out the Services) because, in its opinion, such person has harmed or poses a risk of harm to any Services users/vulnerable adults. 6 The Service Provider shall not employ or use the services of any person who: is barred from, or whose previous conduct or records indicate that they would not be suitable to carry out Regulated Activity or who may otherwise present a risk to Services users; or is in the reasonable opinion of the Authorised Officer unsuitable to work with children or vulnerable adults and the Service Provider shall comply immediately with any instruction by the Authorised Officer that such a person shall cease to be engaged in or associated with the delivery of the Services. 7 The Service Provider hereby grants to the Authority as a condition of this agreement an irrevocable licence for the term of this agreement to permit the Authorised Officer at their sole discretion to enter without prior notice at any time all premises of the Service Provider that are utilised in whole or part for the delivery of the Services: to investigate any complaint or incident involving the delivery of the Services regardless of whether a Services user is funded by the Authority, another public authority or is a self-funding; and to monitor the delivery of the Services and the Service Providers performance of its obligations under this Agreement. This agreement has been entered into on the date stated at the beginning of it. Signed by [NAME] for and on behalf of LEICESTER CITY COUNCIL....................................... Authorised Officer Signed by [ ] for and on behalf of [NAME OF SERVICE PROVIDER] ....................................... Director OR This agreement has been executed as a deed and is delivered and takes effect on the date stated at the beginning of it. EXECUTED as a DEED ) by LEICESTER CITY COUNCIL ) by affixing its Common Seal ) the day and year first before written: ) ....................................... Authorised Officer EXECUTED as a DEED ) for and on behalf of ) [NAME OF SERVICE PROVIDER] ) the day and year first before written ) by: ) Director Director/Secretary     5 Business Questionnaire Section A: CORPORATE DATA BASIC DETAILS OF YOUR FIRM OR ORGANISATIONThe trading name of the firm or organisation seeking to contract with the CouncilContact person for enquiries about this form: please state name and job title/post) Address for correspondence (with post code) Registered office address (if different from above) Addresses of other offices (if applicable)Phone number of person named Fax number of person named E-mail address (if available) of person named in Website of firm or organisation (if any)Legal status of organisation Please tick as appropriate. Sole trader c Public limited company c( Private limited company c ( Limited partnership c Limited liability partnership c Social enterprise c Cooperative c Registered charity c Voluntary, community interest or faith sector organization c Other (please specify) cCompany registration number and date (if registered at Companies House)Charity Commission or other registration number (if applicable) VAT registration number (if applicable) If your organization is part of a Group, please state the name and Companies House registration number of the parent company.Are you acting as the lead organisation for a consortium?Yes c No cIf you answered Yes to 1.14, please list the members of your consortium. How many staff does your organisation have in total? Include part-time staff and volunteers. MANAGEMENT Please list the full names of the proprietors, directors, partners or trustees of your organization. List here the names of any of the above who are or have been employed by Leicester City Council or Councillors of Leicester City Council or who have a relative, partner or associate who is employed by the Council at a senior level or who is a Councillor, or who have any involvement in other organisations that provide services to the Council.  Business Probity Regulation 23 of the Public Contracts Regulations 2006 enables public sector authorities to exclude and disqualify organisations from tendering in the following circumstances: If an organisation that is a company: has had a winding-up order has gone into administration or is the subject of related legal proceedings has failed to meet its tax or social security obligations has court actions or industrial tribunal hearings outstanding against it has ever had to pay liquidated or unliquidated damages levied in respect of a failure to perform to the terms of a contract. If any of the Directors, Partners, Associates or the Company Secretary has been involved in any organisation that has been liquidated or gone into receivership has been convicted of a criminal offence relating to conspiracy, corruption, bribery, fraud, theft and/or money laundering or to the conduct of their business or profession has committed an act of grave misconduct in the course of their business or profession. If the tenderer is an individual and is bankrupt or has been declared insolvent or has had a receiving order or administration order made against them. BUSINESS PROBITYDo you confirm that your organization to the best of your knowledge is not liable to exclusion from tendering on any of the grounds listed above? Section B: FINANCIAL DATA An external body (a Credit agency) will be used to establish Bidders financial standing. Bidders for whom a Credit agency report is unavailable will be asked to provide copies of audited accounts or similar documentation upon which an assessment of their financial standing may be based. FINANCIAL INFORMATION Please state your total turnover in each of the last two financial years (if you are leading a consortium please state its aggregated turnover).  for year ended --/--/-- for year ended --/--/--Please indicate which of the following documents you would you be able to provide. At least one financial document is required.If you are a limited company or partnership we will assess your financial position by using our appointed credit referencing agency. We will need your company registration number to do this. The reference obtained will be based on information you submit to Companies House. However, on occasions, we may also need to see your year-end financial accounts (for the latest two accounting periods were appropriate and audited where necessary). If your company is exempt from audit requirements your accounts should be accompanied by a certificate from your accountant that they have been prepared from records provided by yourself). Please provide your company number where applicable and indicate whether or not you can produce your accounts.Reg.Number: If you are a non-limited company we need to assess your financial position by examining your year-end accounts. (see details above). Please state whether you can produce your accounts.A statement of your cash flow forecast for the current year and a letter from your bank outlining your current cash and credit positionAlternative means of demonstrating your financial status if you have been trading for less than a yearVAT Registration Number ( If applicable)If requested, would you be able to provide a bankers reference?Yes c No cHas your organisation met the terms of its banking facilities and loan agreements (if any) during the past year?Yes c No cHas your organisation met all its obligations to pay its creditors and staff during the past year?Yes c No c INSURANCE  Please indicate the levels of insurance cover that you hold: Public liability Employers liability Professional Indemnity (if applicable) Cover for working with, removal and disposal of asbestos-containing materials (if applicable) Product liability (if applicable)  Thecouncil expects a minimum level of 10million for Public Liability, 10million for Employers Liability and 5million for Professional Indemnity. If you do not have the sufficient levels, please tick this box if you are willing to get the required minimum standards prior to award. c Section C: TECHNICAL CAPABILITY ACTIVITIES & STAFF RESOURCES What are the principal activities of your organisation? (maximum 200 words) What are your organisations areas of specialist skills and competence based on the requirements of this project (maximum 200 words)Please indicate the numbers of staff in each main category (e.g. management, operatives, clerical and administrative, and so forth) who will manage this project c & & & & & & c & & & & & & c & & & & & & c & & & & & & cPlease list here the key qualifications held by staff in each main category (e.g. professional/technical affiliations, degrees, vocational certificates, and so forth) Category & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & &  EXPERIENCE AND REFERENCE CONTRACTSPlease summarise your experience within the past 3 (three) years of undertaking works similar to those for which this projects relates to, including if any contracts for local authority clients, other public sector bodies, voluntary organisations, community groups and private sector organisations. (maximum 250 words) Please provide brief details of 3 (three) organisations which your organisation has performed within the past 2 (two) years. Contract 1Contract 2Contract 3Client/customer organisation (name) Website (if available)Customer contact name, phone number and email * Date contract awardedDate contract completedBrief description of contract (maximum 100 words)  Contract valueIf you cannot provide information on at least one reference contract, please briefly explain why (maximum 100 words) Note: The customer contact should be prepared to speak to the Council, if required, in order to confirm the accuracy of the information provided here. SAFEGUARDING Do the activities of your organisation involve procedures for child protection and/or the safeguarding of vulnerable adults? Yes c No cWhere work to be undertaken is regulated or controlled under the Safeguarding Vulnerable Groups Act 2006 (SVG), please confirm: That you understand and will undertake the relevant responsibilities and duties under the SVG That you have not been convicted or been the subject of any adverse finding under any offence under the SVG That you have policies, procedures and conditions in place as part of the employment of persons in regulated work under SVG to make appropriate pre-employment checks to make appropriate checks during employment to monitor anyone subject to any conditions in the conduct of regulated activity That you follow the guidance issued by relevant authorities in the management of controlled activity under the SVG That you will accept and comply with the Councils safeguarding requirements pursuant to the Councils policies and procedures in relation to safeguarding and the SVG Relevant DBS have been undertaken and certified  Tick to confirmWhere such confirmation is not possible, for example because the SVG provisions are not yet in force, or because you have relevant convictions, please complete the following boxes A and BBox A I cannot give the confirmation required because: Box B I accept the responsibilities, duties and other requirements set out at 1 above and I have taken/will take the following steps to address any shortfall:  DBS CHECKS (Disclosure and Barring Service (formerly Criminal Records Bureau) Checks) Where you /or your employees or sub contractors come into contact with children and/or vulnerable adults you are expected to take all reasonable steps to ensure that you /or your employees and Sub contractors have obtained the appropriate Disclosure from the Disclosure and Barring Service. It is your responsibility to satisfy the Council that this step has been undertaken and regularly updated specific to this contract.If Yes, please enclose details & indicate the number of personnel: Tick enclosed c If No- the successful winning tenderer will have to carry out a Disclosure and Barring Service check and provide evidence. Yes we Accept c No we do not Accept c Section D: BUSINESS APPROACH QUALITY ASSURANCEDoes your organisation apply documented quality management procedures? Yes c No cDoes your organisation have specific procedures to ensure effective communication with your clients and customers?Yes c No cCan you confirm that your organization has never failed to complete a contract or had it terminated by a client? Yes c No c Health & Safety Any organisation employing five or more people has by law to prepare and bring to the attention of employees a written Health and Safety Policy Statement. A Heath and Safety Policy usually has three distinct sections namely: General Policy Statement a short statement outlining the organisations commitment to health and safety, signed and dated by the senior organisation official (for example the Managing Director) Organisation how the organisation addresses health and safety; lines of communication between managers and staff; and any specific duties/responsibilities assigned within the organisation this should be relatively straightforward for small organisations. Arrangements the systems and procedures in place for ensuring employees health and safety at work. System means processes and procedures to ensure that health and safety is properly managed and that legal requirements are met. The Council may request that you provide at short notice a copy of your Health and Safety Policy, any codes of safe working practices issued to employees, and/or risk assessments. You should have these documents readily available. HEALTH & SAFETYDoes your organisation have a health and safety policy supported by documented health and safety procedures? Yes c No cDoes your organisation either have a person on the staff qualified in health and safety or have access to competent advice from an external health and safety specialist?Yes c No cCan you confirm that your organisation has not been prosecuted under any relevant health and safety legislation within the last five years?Yes c No c EQUALITY Does your organisation apply written procedures ensuring compliance with equality and anti-discrimination legislation? Yes c No cCan you confirm that in the last three years no finding of unlawful discrimination has been made against your organisation by any court or industrial or employment tribunal or equivalent body? Yes c No cCan you confirm that in the last three years your organisation has not been the subject of a formal investigation by the Equality and Human Rights Commission or an equivalent body on grounds of alleged unlawful discrimination? Yes c No cIf we asked, could you provide examples of your organisation s instructions, documents, recruitment advertisements or other literature in which you declare a commitment to equality and diversity?Yes c No c TRAINING Does your organisation maintain a structured programme of training and professional development for your staff throughout their employment? Yes c No cDo you arrange personalised training to reflect job specifications, roles and responsibilities? Yes c No c ENVIRONMENTAL MANAGEMENT Does your organisation apply documented environmental management procedures aimed at the reduction of energy consumption, carbon footprint and waste, and the promotion of recycling? Yes c No cIf you were asked, could you explain how your organization helps to make a positive impact on the local environment?Yes c No cCan you confirm that your organisation has never been prosecuted or had a notice served in respect of a breach of environmental legislation?Yes c No c LOCAL SUSTAINABILITY & COMMUNITY BENEFITS Does your organisation have experience of delivering community benefits in terms of, for example, apprenticeship or training schemes, support for local projects and volunteering? Yes c No cDoes your organisation have experience of promoting opportunities for local enterprises to join a supply chain as suppliers or sub-contractors?Yes c No c BUSINESS CONTINUITY Does your organisation have in place measures that will enable you to maintain your business activities in the event of an emergency situation or unforeseen event? Yes c No c DATA PROTECTION Does your organisation apply procedures for the protection of personal information about individuals in conformity with the Data Protection Act 1998? Yes c No c DECLARATION I declare that to the best of my knowledge the answers submitted in this form are correct. I understand that the information will be used only to assess my organisations suitability to be invited to tender for the Councils requirements. I understand that the Council may reject this form if there is a failure to answer all relevant questions fully or if I provide false or misleading information. FORM COMPLETED BYName:Position (Job Title):Date:Phone number:Signature: (please type your name or provide an electronic signature) Scoring of Selection Questionnaire Basic Details of Organisation not scored; for information only, but must be answered in full. Failure to provide any item of information will be considered non-compliant and the applicant may not be considered further in the evaluation. Management pass/fail; fail if list requested in 2.1 is not attached, if information requested in 2.2 is not provided, or if the answer to 2.2 indicates a potential conflict of interest Business probity pass/fail; fail if answer is NO Financial information pass/fail; fail if information not provided to attain a financial assessment or answer to 4.3, 4.4 or 4.5 is NO. Insurance pass/fail; fail If the contractor does not have a level of insurance cover or cannot provide it for any of the applicable insurances Activities and staff resources, Safeguarding & DBS Pass/Fail Experience and reference contracts Pass -satisfactory Fail - answer unsatisfactory Quality assurance Pass -satisfactory Fail - answer unsatisfactory Health and safety Pass -satisfactory Fail - answer unsatisfactory Equalities Pass -satisfactory Fail - answer unsatisfactory Training Pass -satisfactory Fail - answer unsatisfactory Environmental management Pass -satisfactory Fail - answer unsatisfactory Local sustainability and community benefits Pass -satisfactory Fail - answer unsatisfactory Business Continuity Pass -satisfactory Fail - answer unsatisfactory Data Protection Pass -satisfactory Fail - answer unsatisfactory Leicester City Council     6 Form of Tender Form of Tender Pricing Schedule Method Statements Tendering Certificate Guarantee Undertaking Items which Should be Enclosed With Your Tender 6.1 Form of Tender UNCONDITIONAL AND IRREVOCABLE OFFER TO LEICESTER CITY COUNCIL Re: Invitation to Tender dated for Learning Adult Skills and Learning Service To: Leicester City Council, New Walk Centre, Welford Place, Leicester, LE1 6ZG Having read carefully the Invitation to Tender: We offer to perform the Service specified and to complete the contract to meet the requirements of the Invitation to Tender in accordance with the pricing schedules annexed to this Form of Tender and fully in accordance with the contract documents. We agree that this Tender shall constitute an irrecoverable, unconditional offer, which may not be withdrawn for a period of 90 days from this date. We confirm that we have enclosed with this Form of Tender the following documents: The Business Questionnaire (Part 5) The Pricing Schedule (6.2) Method Statements (6.3) The Tendering Certificate (6.5) Collusive Tendering Declaration Declaration and Canvassing Certificate We are a subsidiary company within the meaning of Section 736 of the Companies Act 1985 and enclose a Parent Company Guarantee undertaking in the form set out in Section 6.8 duly completed by our ultimate holding company. (DELETE IF NOT APPLICABLE) Unless and until a formal Agreement is prepared and executed, this Tender, together with your written acceptance thereof, shall constitute a binding contract between us. We understand that the Council is not bound to accept any tender it receives. Company* (1) Signature .................................................(2) Signature ....................................................Name .................................................Name ....................................................(Director)(Director/Company Secretary)* For and on behalf of: ..................................................................... (print Companys full name and registered number) Registered Address: ................................................................................. ................................................................................. ................................................................................. ................................................................................. DATE: ................................................................................. Sole Principal/Partnership* (1) Signature ................................................. Name ................................................. Job Title/Designation .................................................*(2) Signature .................................................... Name .................................................... Job Title/Designation .................................................... For and on behalf of: ...................................................................... (print businesss full name) Business Address ...................................................................... ...................................................................... ...................................................................... ...................................................................... DATE: ...................................................................... *delete as applicable 6.2 Pricing Schedule Weighting  (excl.VAT)General Classroom/Examination Support Charges per hour:70%Communications e.g BSL Interpreter Support Charges per hour10%Specialist Practitioner Support Charges per hour10%Diagnostic Assessments- Price per Assessment10% 6.3 Method Statements The purpose of the Method Statements is to enable us to evaluate your understanding of our requirements and the quality of your methodology for meeting them. It will not itself form part of the Contract (but any elements within it which are agreed by the Parties to be essential to the delivery of Services will be incorporated within the Specification and form part of any Contract resulting from your tender). Method Statements Assessment questions for completion by Tenderers Tenderers must demonstrate how they will meet the Councils requirements, set out in the Specification, both in terms of the quality of the provision and the method by which it will deliver that provision. The Council requires Method Statements to be provided so that it can see the way in which a Tenderer will meet the Specification. It is important that the Method Statements that Tenderers provide are clear, concise and full. Therefore, Tenderers should explain the methodologies, processes, and time frames, cross referring them to the cost submissions, where appropriate. Tenderers should avoid simply replicating or copy-over their policy statements and procedures in the Method Statements, but demonstrate how they plan to apply these in the factual circumstances of the Specification. Tenderers are required to submit Method Statements of a maximum number of pages per statement as indicated below Tenderers should provide supporting evidence of current practice. Any supporting evidence must be clearly referred to in the answers to questions and the relevance of the information explained. If additional documentation or supporting evidence is being submitted it must be clearly referenced to the appropriate Method Statement. QuestionMaximum score per question Weighting Total Points Available Section A - Service DeliveryA.1Please explain how you intend to deliver the functions of the service specification. Your response should include any additional services and capacity requirements and how these would be addressed. Maximum Word Count (1000). 42080Section B Staffing ResourcesB.1Please describe your plans for resourcing the contract/service, to include: The number of staff you expect to use Whether you expect staff to be drawn from within your organisation or to be newly recruited an organisational chart indicating responsibilities and reporting lines 4520B.2Please describe how your organisation addresses Recruitment and Selection. Your response should include a detailed recruitment procedure including vetting procedures and your minimum employment standards, regarding experience/minimum level of skills etc and the on-going monitoring of workers. Maximum word count (1000)4520 B.3Please describe how your organisation addresses Staff Appraisal and Training Needs analysis. Maximum word count (1000)4520Section C - User Focus C.1What barriers and obstacles do you envisage in relation to engaging with learners, particularly when supporting and engaging with hard to reach groups? (Maximum Word Count 500 ) 4520C.2How will you overcome these? (Maximum Word Count 500 )4520C.3How do you propose to gather feedback from Learners being supported; how will this inform your future service delivery plans.4520Section D - Service GuaranteesD.1 Please describe your process for ensuring the quick and effective response to requests for learning support (1000)4520D.2Please describe your process for ensuring business continuation in the event disruption to communications, transport, IT Systems and any other material component of the service. (5%) 4520Section E - Service Monitoring E.1How do you propose to intend to monitor the effectiveness of learning support in all aspects of service delivery? 4520E.2Please provide details of how you will evaluate in class observations of learning support, and how you will use this information to improve the service4520Section F Continuous Improvement F.1 Please describe your approach to continuous improvement initiatives that you would suggest for the lifetime of the contract service provision.4520Section G Performance Management G.1Please describe how you will manage the performance of the contract/service. Include: Your proposals for monitoring and reporting on the quality of the service delivered including the performance checks you will perform, their frequency and scope, and who will perform them How your Quality Assurance systems will benefit the delivery of this contract The procedures which you will use for dealing with customer complaints and problems 4520Total 320 6.4 For Information purpose only: Transfer of Undertakings (Protection of Employment) Regulations 2006 The preliminary legal view of the Council is that the TUPE Regulations will apply to the new service provision however it is uncertain whether the conditions set out in regulation 3(3) have been met. The existing service provider has also expressed the view that TUPE will apply. Tenderers will need to reach their own conclusion as to whether or not TUPE applies. Tenderers are advised that they should not place any reliance upon the preliminary view of the Council and are, instead, Tenderers are strongly advised that they should seek independent professional advice on the consequences for them about TUPE and pensions if they are the successful bidder and the TUPE Regulations apply. For this purpose the Council has obtained from the existing service provider details about the staff that this existing service provider says perform the service which is the subject of this Invitation to Tender. These details are set out in Appendix 3. The Council is not in a position to warrant the accuracy of the information provided by the existing service provider. Tenderers are reminded that this information is provided on a strictly confidential basis and for the purpose of submitting this bid. TUPE 6.4.1. Is this bid a (please tick): (a) TUPE bid (inclusive of any costs) o Bids will be assumed to provide for all TUPE costs, unless clearly stated to be non-TUPE bid (b) Non-TUPE bid o (Please demonstrate why you believe that TUPE will not apply. Only complete if this is a TUPE bid 6.4.2 Please indicate any cost implications resulting from your TUPE response. 6.4.3 Please confirm that you will comply with any information and consultation requirements under TUPE. Yes o No o 6.4.4 Please provide details of measures, including non-transfer related changes to terms and conditions, which you propose to take in respect of any staff transferring to your employment. This will enable the Council to be satisfied that there will be a smooth transition between the old and new contracts and no detriment to service delivery. These details should be given separately for the different elements of the service. 6.4.5 Please provide details of your pension or compensation proposals. 6.4.6 Please provide a transition plan for taking on staff under TUPE. This should demonstrate that you understand and can manage obligations under TUPE and describe your intended approach to negotiation of measures with the workforce. 6.4.7 Please confirm how you will implement the requirements of TUPE, and the Cabinet Office Statement of Practice 2000 in respect of the Staff who will transfer from the current contractor to your organisation upon commencement of the new service? TUPE Questionnaire (for use in the above service reletting) PART A Questions relating to the applicability of TUPE. This document is needed to enable the re-letting of the Contract. Please include as precise and full details as you can to indicate how the staff currently deliver the service.Q1. Q1. Please give a brief description of how the service is currently provided and managed. How are staff and managers deployed [at each site/establishment]? Is the unit run as a separate cost centre? The service is currently provided and managed by a Limited Company, Freedomlink Study Support Ltd, which provides and manages learning support workers. It does not have a cost centre, as it is an outside agency. It has one employee who is the Director of company, who manages the learning support workers. Q2. Which staff do you consider are assigned on a permanent basis to provide the service [at each site/establishment]? For those staff who you consider are not assigned on a permanent basis, please explain the reason why, for example, they are on secondment to the service. Please describe in detail for each member of staff what their job entails, including what proportion of their time is spent in delivering the service at each site/establishment. Only the Director is employed on a permanent basis The other staff are employed on a self-employed basis and there is no ongoing guarantee of hours. All staff are involved as learning support workers in LASALs adult learning courses. The number of hours they work vary. The Director is the only employee of the company and has on-going full-time hours managing the contract. Q3. Q3. Are these discrete and autonomous service groups working wholly or mainly on the contract or each contract parcel? Which staff are assigned full time and which part time to the contract and each contract parcel? No, they are members of an organisation external to the City Council they all work variable hours. None have either guaranteed full or part time hours, apart from the Director. Q4. TUPE would not normally apply to self-employed persons or sub-contractors. Please indicate if any such people are engaged in the provision of the service, indicating briefly their job tasks and the time spent on these tasks. All of Freedomlink Study Support Ltds staff are self employed, apart from the Director who is an employee of the company. Q5. Were any of the staff, who currently provide services to the Council, ever employed in the public sector? Four self-employed support workers Q6. Is it your companys view that TUPE may apply to the contract? If not, please explain the basis of your view. Our view is that TUPE applies to the Director, but TUPE does not apply to the support workers as they are self-employed  6.5 Tendering Certificate To: LEICESTER CITY COUNCIL (The Council) I/We certify that this is a bona fide tender, intended to be competitive and that I/We have not (either personally or by anyone acting on my/our behalf) Fixed the amount of the Tender (or the rate and prices quoted) by agreement with any person. 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$^a$gdza$a$gdza^gd`qqqqqqqrrrrssssstttXuuvvvx"x#xyyyyyyzzzúôúúÅyf%h< hzaB*CJaJmH phsH hzaCJaJmH sH h[7hzaCJaJmH sH h< hzaCJhzaB*CJphh< hzaB*CJph hzaCJh[7hzaCJh[7hza5CJh[7hza5B*CJ\phh[7hza5B* CJ\phhzahzaB*ph h[7hza#rrtty $IfgdaJ 0$If`0gdaJpkd$$IfTl$$   04 lap ytaJTttu x!x"x $IfgdaJ`kd$$IfTl$$04 laytaJT"x#xyyyyyy $IfgdaJ 0$If`0gdaJ`kd?$$IfTl$$04 laytaJTyy'{({){*{ $IfgdaJ`kd$$IfTl$$04 laytaJTz&{*{+{{{{{{|5|=|||||||||||}}TVXXYʷʷ֬{sqsbVh^xB*CJaJphh^x5B*CJ\aJphUh^xB*phh^xB*phh|h^x5CJ aJ h5CJ aJ h|h|5CJ aJ h^xh`hf]hzaB*ph%h< hzaB*CJaJmH phsH hzaCJaJmH sH h[7hza5CJh[7hzaCJaJmH sH hzaB*CJaJmH phsH *{+{{{{{{{ $IfgdaJ`kd;$$IfTl$$04 laytaJT{{||||4`kd7$$IfTl$$04 laytaJT $IfgdaJ`kd$$IfTl$$04 laytaJT|||||}}TU=VVVWUWWWQXXXXYYYZZ$ S S $ Sa$& & Fgd0^^gd`Communicated to anyone other than the Council the amount or approximate amount or terms of my/our proposed tender (other than in confidence in order to obtain quotations, professional advice or insurance necessary for the preparation of the tender). Entered into any agreement or arrangement with any other person that he shall refrain from tendering or as to the amount or terms of any tender to be submitted by him. Canvassed or solicited any member, officer or other employee of the Council in connection with the award of this or any other Council contract or tender. Offered, given or agreed to give any inducement or reward in respect of this or any other Council contract or tender. SIGNED* (1) .................................................................... Status .................................................................... SIGNED* (2) .................................................................... Status .................................................................... for and on behalf of .................................................................... Date: .................................................................... *Note: to be signed by the same signatories as the Form of Tender COLLUSIVE TENDERING DECLARATION To: LEICESTER CITY COUNCIL I/We* the undersigned do hereby contract and agree on acceptance of this tender, to carry out the Service detailed in the Contract Documents, at the prices and terms quoted, and in accordance with the Conditions of Contract. In submitting a tender against this contract, I/We* have not done and I/We* undertake that I/We* will not do at any time before the notification of tender results any of the following acts:- a) communicate to any person other than the person calling for the tenders the amount or approximate amount of the proposed tender, except where the disclosure, in confidence, of the approximate amount of the tender is necessary to obtain insurance premium quotations required for the preparation of the tender; b) enter into any agreement or arrangement with any person that he shall refrain from tendering or as to the amount of any tender to be submitted; c) offer to pay or give or agree to pay any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to this or any other tender or proposed tender for the said work any act or thing of the sort described above. In the context of this clause the word person includes any persons and any body or association, corporate or unincorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not. *Delete as applicable Signed: . Name: . (please print) Position: Name of Tenderer: Address: Telephone number: Fax number: DECLARATION AND CANVASSING CERTIFICATE To: LEICESTER CITY COUNCIL I/We* hereby certify that I/We* have not canvassed or solicited any member, officer or employee of the Council in connection with the award of this Tender or any other Tender or proposed Tender for the Works and that no person employed by me/us* or acting on my/our* behalf has done any such act. I/We* further hereby undertake that I/We* will not in future canvass or solicit any member, officer or employee of the Council in connection with the award of this Tender or any other Tender or proposed Tender for the Service and that no person employed by me/us* or acting on my/our* behalf will do any such act. *Delete as applicable Signed: . Name: . (please print) Position: Name of Tenderer: Address: Telephone number: Fax number: 6.6 Guarantee Undertaking (To be completed if the tenderer is a subsidiary company) RE: PROVISION OF TO ADDITIONAL LEARNING SUPPORT SERVICE LEICESTER CITY COUNCIL TENDERER: PARENT COMPANY NAME: ADDRESS: REG NO: TO: LEICESTER CITY COUNCIL In consideration of the Council inviting our subsidiary to tender we hereby enter into this Deed of Undertaking. We, being the ultimate holding company of our subsidiary company, hereby irrevocably and unconditionally promise and undertake that in the event of the Form of Tender submitted by our subsidiary being accepted by the Council in accordance with the Form of Tender and conditions attached thereto, and, if requested to do so by the Council, we shall forthwith upon request properly execute and deliver to the Council a Deed of Guarantee and Indemnity to guarantee due performance by our subsidiary and indemnify the Council against loss in the form reasonably required by the Council, but subject to the insertion of such details and the making of revisions as the Council may reasonably require in the light of the terms and the nature and effect of the contract constituted by the said acceptance. DATED this .....................................day of........................................... [SIGNED as a Deed by ............................................... [a Director and Secretary], Director or [two Directors] ............................................... [Director/Secretary]] 6.7 Items Which Should be Enclosed With Your Tender Before returning your tender, please ensure that you have enclosed the following documents (Please tick the appropriate boxes.) To minimise the amount of paperwork needed from you, the Council does not require you to provide supporting documents for example, accounts, certificates, statements or policies with this form. The Council may, however, ask to see these documents at a later stage, so it is advisable you make sure they can be made available on request. You may also be asked later to clarify your answers about certain points. Section Enclosed To followNot Available6.1Form of Tender6.2Pricing Schedule6.3Method Statements6.5The Tendering Certificate. Including Collusive Tendering Declaration and Declaration and Canvassing Certificate.6.6Parent Company Guarantee (if applicable)Any other documents qualifications  Insert name of director authorised to sign on behalf of the Service Provider      PAGE 21  PAGE \* MERGEFORMAT 34 -PAGE 50- Invitation to Tender Part One Introduction Part Two Instructions to Tenderers Part Three Specification Part Four Conditions of Contract Part Five Business Questionnaire Part Six Form of Tender YY^^___bbcccccccc d.d/ddhh]i`ibicidiijskckWSOkhhu*h^xB*CJaJphh^xB* phh^xB*phh\>_hP;B*CJ aJphh\>_h\>_5B*\phh^x;B*phh^x5B*\phh^x!h5B*OJQJ\^Jph!hu*5B*OJQJ\^Jph%h^x5B*CJOJQJ\^Jphh^xB*CJOJQJ^Jph!h^x5B*OJQJ\^JphZZ[\^^^^^___@_A_i_j_______``` $$ Sa$$ S;^`;$ ;^`;$ S`EaFabbbbbbbb c c3c4cTcUc}c~ccccc/dPdednd 1dP1$gdP;$a$^$ Sndodxdddee$h%hhhhhiiFi]i^i_iiijjkkk1dP1$]gd $ $ Sa$jjnjjkkkkkkk/l1l2lllllmmmmSmTmUmVmXmYm[m\m^m_mamcmdmemkmlmººʲʨppjhO 0JOJQJU^JhO 0JOJQJ^JhO jhqUhqh-Mh/%5h/%jh/%0JeUh BB*phhB*phhu*B*phh^xB*phh^xB*phh^x5B*\phh^xh h0h h 5B*\ph%kkkkkkkkk $If^ $If^kkkkkkkND:DDD $If^ $If^kd$$Ifx7r ""  064 xaDytAkklllllND:DDD $If^ $If^kd$$Ifxr ""  064 xaDytAllllll.lND:DDD $If^ $If^kd$$Ifxr ""  064 xaDytA.l/l3l4l5l6llND:DDD $If^ $If^kdB$$Ifxr ""  064 xaDytAlllllllND:DDD $If^ $If^kdq$$Ifxr ""  064 xaDytAllllllmND:DDD $If^ $If^kd$$Ifxr ""  064 xaDytAmmmmTmUmWmXmNLFALLL$gd/%^kdϪ$$Ifxr ""  064 xaDytAXmZm[m]m^m`mambmcmpmqmrmsmtmumvmwmxmymzm{mmmmmmm$a$^^lmnmomum{m|mmmmmmmmmmmmmmmmmmmmmmmmmmmnnڽڵڵڜ}tmdthO 5CJH\ hO 5\hO 5\aJ$hO 5\aJHhO 5CJH\aJHhO 5CJ$\aJ$hqjhO U*h\KmHnHu*jhO UhO mH sH h\KmHnHujh/%Uh/%hO jhO 0JOJQJU^J!h\K0JOJQJ^JmHnHu!mmmmmmmmmmmmmmm/$d$d %d &d 'd N O P Q ^a$*$$d %d &d 'd N O P Q ^a$ hh]h^h $&& #$a$d &mmmmmmmmnn n~W&$$d %d &d 'd N O P Q a$*$$d %d &d 'd N O P Q ^a$*$$d %d &d 'd N O P Q ^a$*$$d %d &d 'd N O P Q ^a$ n nnn#n$n%n/n0nGnHnInSnTnknlnmnvnwnnnnnýΩÞΩÞΚh^xB*phhqhO 5CJ$\aJ$hO 5\aJ$hO 5CJH\aJH hO aJ$hO 5CJH\aJ$hO hO 5CJHaJH hO 5aJ$hO 5CJHaJ$(hO 5>*B*CJOJQJ\aJHph nnn#n$n%n/n0nWW*$$d %d &d 'd N O P Q ^a$&$$d %d &d 'd N O P Q a$*$$d %d &d 'd N O P Q ^a$*$$d %d &d 'd N O P Q ^a$0nGnHnInSnTnknlnmnvnwnnnnn^*$$d %d &d 'd N O P Q ^a$*$$d %d &d 'd N O P Q ^a$?         ...)()()()()() 00PrPr&P /R . 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