ࡱ> )+$%&'({ bjbjzz GT#T#|$|$|$ % % %0&L' %0-(X-:--- 8>,K@$\ }|$Ga6 8GG T#T#--NNNGT#-|$-NGNNB($T-@ {[r#HWf0ML|$cAVBNCqDcAcAcA M|cAcAcAGGGGcAcAcAcAcAcAcAcAcA ": Leicester City Council  Supply and delivery of Automatic Rising Bollards    June 2013 Invitation to Tender for: Supply and delivery of Automatic Rising Bollards 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: 26 June 2013 Tender return date: 10 July 2013- 17:00hrs Leicester City Council  Supply and delivery of Automatic Rising Bollards    June 2013 1 Introduction 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. The Connecting Leicester project is central to delivering the economic priorities set out in the Leicester Economic Action Plan (2012) It specifically aligns with The Thriving City Centre Priority. In referring to the Connecting Leicester initiative the Economic Action Plan states the value of the city centre as a whole to investors, visitors and residents can be made much greater by connecting the strengths of Highcross and connected retail areas, the historic city extending from the Market to the Castle, the Cultural Quarter and centres of business activity. This is also consistent with Leicester and Leicestershire Business Voices Economic Development Strategy, which includes as a priority action supporting the regeneration of central Leicester. The project also supports the City Mayors delivery plan in that it promotes high quality design in the built environment both through council and private sector projects. The plan (CW edit 27th November) states that: Our Connecting Leicester programme aims to create a thriving heart to the city by improving connections between shopping, leisure, heritage, housing and transport facilities. Our proposals will link these areas into a safe and family friendly city centre, helping businesses to flourish and attracting new visitors. Leicester City Council  Supply and delivery of Automatic Rising Bollards    June 2013 2 Instructions to Tenderers 1 General Information and Instructions 1.1 Definitions Throughout this document the following definitions will apply: The Council Leicester City Council 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 (preferably in writing) with the Contact Officer. If the Council considers a query may have a material effect on the tendering process, all tenderers will be notified without delay in writing. 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: Melody Mapfumo (MCIPS) Corporate Procurement Team B6 NWC Leicester City Council LE1 6ZG E.  HYPERLINK "mailto:Melody.Mapfumo@leicester.gov.uk" Melody.Mapfumo@leicester.gov.uk T. 01162527118 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. 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. 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 The tenderers attention is drawn to the requirement in Section 5.5 for submission of an Environmental Method Statement and the Council reserves the right to take this Method Statement into account in the tender evaluation process 3.7 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. 3.8 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. The Council reserves the right to make changes of a drafting nature to the contract documentation and any such changes shall be accepted by any tenderer without reservation. Should the Council require more substantial changes to the contract documentation, then the Council reserves the right to make such changes and will be entitled to evaluate the price of any such changes using submitted prices applied on a quantum merit basis. Should the tenderer not agree the revised price structure, they may withdraw notwithstanding these instructions. 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 4.1.3 Tenderers shall complete and submit the above documentation to this address . Melody Mapfumo (MCIPS) C/O Yogesh Modi Control and Support Section Leicester City Council New Walk Centre Welford Place Leicester LE1 6ZG 4.2 Tenders must be completed and submitted by the due date of 10 July 2013 17:00hrs. Under NO CIRCUMSTANCES will tenders be accepted which arrive after the due date and time for receipt. It is the tenderers responsibility to ensure arrival on time. 4.3 If there appears to be an error in a submission or supporting information the Tenderer will be invited to confirm or withdraw its bid. Where the error relates to the tender total as calculated from tendered rates and variable quantities, the bid will be regarded as the tender total bid and the rate adjusted accordingly. The tenderer will be invited to confirm or withdraw the bid and resulting rate. 4.4 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: 4.4.1 where the tenderer is a partnership, by two (2) duly authorised partners; 4.4.2 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. 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 5.2 Details of the criteria and weightings used to score responses to the questionnaire are included on page 18 for your information. 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 Any tender that is accepted will be awarded to the most economically advantageous tender in accordance with the following award criteria in descending order of importance: Price 50% Quality 50% 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 50% of the evaluation. The financial element will be weighted at 50% 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 Tenderer that submits the lowest bona fide total tender price will receive the maximum price score of 70. Prices of the other Tenderers will be scored based on the following formula: Lowest total tender price submittedx50Tenderers total tender price Example 1: Tender A total price = 300,000; Tender B total price = 250,000; Tender C total price = 280,000; Tender D total price = 150,000. Therefore the lowest total tender price submitted = 150,000. Tender D would receive 50. Tender A would receive a score of (150,000 300,000) x 50 = 25 Tender B would receive a score of (150,000 250,000) x 50 = 30 Tender C would receive a score of (150,000 280,000) x 50 = 27 The amounts of tenders considered in this evaluation will be the net tender figure submitted forming 50% of the award. 6.6 Qualitative Evaluation The qualitative evaluation of submissions will assess (in descending order of importance): Method Statements The evaluation model will measure the Method Statement and Price. These will be appropriately weighted as illustrated in the table below: SectionNumber of ComponentsMaximum Score per ComponentWeightingMaximum Points AvailableMethod Statements505050Price505050 Total100100 The maximum points attributable to any one submission in the quality evaluation model are 50 The qualitative assessment will form 50% 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. The Council reserves the right as part of the tender evaluation process to invite tenderers to an interview at the Councils offices. 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 generally 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 01 August 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. Leicester City Council  Supply and delivery of Automatic Rising Bollards    June 2013 3 Specification Supply and delivery of Automatic Rising Bollards AIM OF THE BOLLARDS To Create a Pedestrianised area by controlling the traffic flow with automatic bollards Access Recommendations Hardware Specification requirements 2 No. Automatic Rising Bollards (including hoses & cabling) 1 No. Traffic Indicator Column (Housing Red / Green lights, PLUS Telguard, Key Pad & Anti-Vandal Card Reader) 1 No. Control cabinet comprising of: PLC Safety System Four Channel Loop or Wireless Detector Stud Controllers Hydraulic Pumps Paxton Data Logger Modes of Operation Required This section provides explanation into the mode of operation of the bollard cycle under normal operation conditions and the access control equipment required. Single Direction Specification A single direction bollard system is defined as controlling vehicles in one direction. The system will control the vehicles travelling through the system using a number of strategically positioned induction loops or wireless detector studs. The approaching vehicle will pull up to the traffic indicator column where it will by its position put the induction loops/studs into detect, a valid demand can be given and the bollards will lower returning to the raised position once the vehicle is clear. Exit is not normally through the same bollards unless they are purposely held in the down position until the vehicle has left and the bollards can be safely raised. Key Pad Access is granted by entering a four digit code into the key pad which lowers the bollards (if a vehicle is present) turning the signal from Red to Green. Once the vehicle is registered on the safety loop/stud the Green light will change back to Red, discouraging following vehicles from tailgating. The bollards will automatically rise once the vehicle has cleared the safety loop ready for the next demand. Anti-tailgating functions should be disabled to reduce risk of collision. Paxton Card Reader All Valid Proximity card users will be accepted into the restricted area. The driver presents the proximity card to the reader situated within the traffic indicator column which lowers the bollards turning the signal from Red to Green. Once the vehicle is registered on the safety loop the Green light will change back to Red, discouraging following vehicles from tailgating. The bollards will automatically rise once the vehicle has cleared the safety loop ready for the next demand. Telguard Communication System ( or compatible) Entry for non-authorised vehicles will be via the telguard communication system. The telguard operates using either a basic analogue telephone line or GSM technology. The vehicle approaches the bollards and depress the call button the control room answers the call, if the vehicle is valid, press *1 on the telephone handset which lowers the bollards turning the Red signal to Green. Once the vehicle is registered on the safety loop the Green light will change back to Red, discouraging following vehicles from tailgating. The bollards will automatically rise once the vehicle has cleared the safety loop ready for the next demand. The telguard communication system ( or alternative) must also be able to be utilised for emergency vehicles. The control rooms can dial into the telguard system press a code number on the handset and then hash (again *1 for one vehicle cycle or *5 for the Emergency Dump as described below) This automatically lowers the bollards leaving them in the down position and turn off the traffic lights on the traffic indicator column. To raise the bollards when the emergency vehicles have passed through the system the control room will then dial into the telguard system press a different code number on the handset and then hash (this will be a new feature for the sites with dedicated cameras, if possible wed like to nominate *3 for the raise command) which will drive the bollards back into the up position, this must be carried out in a safe manner through monitoring the system with CCTV, alternatively they can be manually reset at the roadside cabinet. Safety The automatic bollard system must adhere to a risk assessment level 3 European directive; the bollard system must have full type approval from the Highways Agency. The requirements of a safety system to control this category of risk assessment are as follows (extract from section 7 of EN954-1). Safety devices and control systems as a minimum must be designed, selected and assembled to meet the operational requirements of design limits and influence of the process materials and other external influences. The complete safety control system shall be designed so that any single fault shall not lead to the loss of the safety function and, where practical, the single fault shall be detected. This now calls for not only redundancy in the interface but also in the input devices, pointing to dual channel systems. The Bollard Safety System must comply with the EN954-1 and assure that the bollard system meets the highest safety standards available. (We would also need the systems to allow tailgating attempts; it has previously been agreed between the Central Area Team, Risk Management & Traffic Management that the risk of collision should be avoided wherever possible) Emergency Services (Emergency Services do not have a key for this only Traffic Management and City Highways standby Emergency Services have remote control via mobile numbers or request to CCS Control Room) The most basic control is at each of the bollard locations, the control cabinet must be located within 8m of the bollards. There must be a manual over ride located on the side of the control cabinet. When unlocked the side panel must be accessible and the override button able to be pressed to automatically drive the bollards down. Power Fail In the event of a power fail the bollards should automatically lower into the ground under a fault condition. The equipment will need to be supplied within eight weeks of placing the written order. Can we have a short tender period of 7 to 10 days We will need the equipment during the period June 2013 and March 2014. There are currently 4 proposed sites within very close proximity of each other (known as Leicester Old Town) but they will need to be installed and commissioned at different times between June 2013 and march 2014. Leicester City Council  Supply and delivery of Automatic Rising Bollards    June 2013 4 Conditions of Contract Use Standard Conditions ( HYPERLINK "\\\\Vs-data2\\radd\\Prop\\shared\\Dawn\\CPT\\Toolkit\\Toolkit Development\\ProcurementToolkit2\\FormsTemplates\\FormsMenu.doc" See Toolkit) or Consult Legal Services Leicester City Council  Supply and delivery of Automatic Rising Bollards    May 2013 5 Business Questionnaire Selection Questionnaire This questionnaire tells the Council about your firm or organisation and the kinds of business that you would like an opportunity to tender for. The Council wishes in particular to create wider opportunities for small and micro local enterprises and voluntary and community sector organizations to do business with it. The Council hopes that local firms and organizations will use this questionnaire to express their interest in participating in its work. Your objective in completing this questionnaire is to demonstrate that you: are technically and professionally capable of meeting the Councils needs are able to commit the staff and resources needed to perform contracts successfully are sound financially, and have in place the insurance cover, policies, procedures and business practices required by the Council. 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 at this stage. 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 or provide more details about certain points. The information you supply in this questionnaire will be treated in confidence and in compliance with the Data Protection Act 1998. Your information will not be shared with any third party. Please answer every question, and pay attention to the Councils wording about the information to be supplied. You will not pre-qualify unless you comply fully and exactly. Answers to Sections A (Corporate Data) are for information only and will not be scored. Section B (Financial Data) will be scored on a Pass/Fail basis. Sections C (Technical Capability) and D (Business Approach) will be scored. If you believe that a question does not apply to you, please write N/A or Not Applicable. If you do not know the answer to a question, please explain why. Some questions have word limits on responses, e.g. maximum 100 words. In drafting your response, focus initially on the essential points, then prune the text down to fit within the word limits. Using bullet points can save words. 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 in 1.2Fax number of person named in 1.2E-mail address (if available) of person named in 1.2Website 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) c Company 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. Y MANAGEMENT 2.1Please list the full names of the proprietors, directors, partners or trustees of your organization. 2.2List 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. 3BUSINESS PROBITY3.1Do 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?Yes c No c Section B: FINANCIAL DATA An external body (a Credit agency) will be used to establish Bidder s 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. 4FINANCIAL INFORMATION 4.1Please state your total turnover in each of the last two financial years (if you are leading a consortium please state its aggregated turnover). Note: The Council normally requires a firm or organisation to have a level of annual turnover that is at least twice the estimated value of the contract for which the firm or organization is seeking to tender. for year ended --/--/-- for year ended --/--/--4.2Please 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)4.3If requested, would you be able to provide a bankers reference?Yes c No c4.4Has your organisation met the terms of its banking facilities and loan agreements (if any) during the past year?Yes c No c4.5Has your organisation met all its obligations to pay its creditors and staff during the past year?Yes c No c 5Y INSURANCE 5.1 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)  The council 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 6ACTIVITIES & STAFF RESOURCES 6.1What are the principal activities of your organisation? (maximum 200 words) 6.2What are your organisations areas of specialist skills and competence based on the requirements of this project (maximum 200 words)6.3Please 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 & & & & & & c6.4Please list here the key qualifications held by staff in each main category (e.g. professional/technical affiliations, degrees, vocational certificates, and so forth) Category & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & & &  7EXPERIENCE AND REFERENCE CONTRACTS7.1Please summarise your experience within the past 3 (three) years of undertaking contracts similar to those for which this projects relates to, including contracts for local authority clients, other public sector bodies, voluntary organisations, community groups and private sector organisations. (maximum 250 words) 7.2Please provide brief details of 3 (three) significant public sector contracts which your organisation has performed within the past 2 (two) years. Contract 1Contract 2Contract 37.3Client/customer organisation (name) Website (if available)7.4Customer contact name, phone number and email * 7.5Date contract awarded7.6Date contract completed7.7Brief description of contract (maximum 100 words)  7.8Contract value7.9If 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. Section D: BUSINESS APPROACH 8QUALITY ASSURANCE8.1Does your organisation apply documented quality management procedures? Yes c No c8.2Does your organisation hold a recognised quality management accreditation, for example ISO 9001 or equivalent? Yes c No c8.3Does your organisation have specific procedures to ensure effective communication with your clients and customers?Yes c No c8.4Can 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. 9HEALTH & SAFETY9.1Does your organisation have a health and safety policy supported by documented health and safety procedures? Yes c No c9.2Does 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 c9.3Is your organisation a member of a recognised health and safety accreditation scheme such as CHAS (Contractors Health and Safety Assessment Scheme)Yes c No c9.4Can 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 10EQUALITY 10.1Does your organisation apply written procedures ensuring compliance with equality and anti-discrimination legislation? Yes c No c10.2Can 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 c10.3Can 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 c10.4If 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 11TRAINING 11.1Does your organisation maintain a structured programme of training and professional development for your staff throughout their employment ? Yes c No c11.2Do you arrange personalised training to reflect job specifications, roles and responsibilities? Yes c No c 12ENVIRONMENTAL MANAGEMENT 12.1Does 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 c12.2If you were asked, could you explain how your organization helps to make a positive impact on the local environment?Yes c No c12.3Can 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 13LOCAL SUSTAINABILITY & COMMUNITY BENEFITS 13.1Does 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 c13.2Does your organisation have experience of promoting opportunities for local enterprises to join a supply chain as suppliers or sub-contractors?Yes c No c 14BUSINESS CONTINUITY 14.1Does 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 15DATA PROTECTION 15.1Does your organisation apply procedures for the protection of personal information about individuals in conformity with the Data Protection Act 1998? Yes c No cDECLARATION 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) Proposed scoring of Selection Questionnaire Basic Details of Organisation 1.1 to 1.16 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. 2 Management 2.1-2.2 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 3 Business probity 3.1 pass/fail; fail if answer is NO 4. Financial information 4.1-4.5 pass/fail; fail if information not provided to attain a financial assessment or answer to 4.3, 4.4 or 4.5 is NO. 5. Insurance 5.1 pass/fail; fail If the contractor does not have a level of insurance cover or cannot provide it for any of the applicable insurances 6. Activities and staff resources 6.1-6.4 Scored 0 to 4 see table below: If you score 2 or less it will be an automatic fail. AssessmentScoreInterpretationGood4Satisfies the requirement with minor additional benefits. Above average demonstration by the Bidder of the relevant ability, understanding, experience, skills, resource & quality measures required to provide the supplies / services. Response identifies factors that will offer potential added value, with evidence to support the response.Acceptable3Satisfies the requirement. Demonstration by the Bidder of the relevant ability, understanding, experience, skills, and resource & quality measures required to provide the supplies / services, with evidence to support the response.Minor Reservations2Satisfies the requirement with minor reservations. Some minor reservations of the Bidders relevant ability, understanding, experience, skills, and resource & quality measures required to provide the supplies / services, with little or no evidence to support the response.Serious Reservations1Satisfies the requirement with major reservations. Considerable reservations of the Bidders relevant ability, understanding, experience, skills, and resource & quality measures required to provide the supplies / services, with little or no evidence to support the response.Unacceptable0Does not meet the requirement. Does not comply and/or insufficient information provided to demonstrate that the Bidder has the ability, understanding, experience, skills, resource & quality measures required to provide the supplies / services, with little or no evidence to support the response. 7: Experience and reference contracts 7.1-7.8 overall : If you score 3 or less it will be an automatic fail 5 full and detailed information 3 Part information but some details missing 0 No detailed information given no detailed information given 7.9 2 answer satisfactory 0 answer unsatisfactory 8. Quality assurance 8.1 1 yes 0 no 8.2 1 yes 0 no 8.3 1 yes 0 no 8.4 1 yes 0 no 9. Health and safety (Any No Answer in this section 9.1- 9.4 pass/fail; fail if answer is NO 10 Equalities 10.1 1 yes 0 no 10.2 0 yes 1 no 10.3 1 yes 0 no 10.4 1 yes 0 no 11 Training 11.1 1 yes 0 no 11.2 1 yes 0 no 12: Environmental management 12.1 1 yes 0 no 12.2 1 yes 0 no 12.3 1 yes 0 no 13 Local sustainability and community benefits 13.1 1 yes 0 no 13.2 1 yes 0 no 14 Business Continuity 14.1 1 yes 0 no 15 Data Protection 15.1 1 yes 0 no Leicester City Council  Supply and delivery of Automatic Rising Bollards    June 2013 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 14 June 2013 for Supply and delivery of Automatic Rising Bollards 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 for the sum of enter amount in words ... 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 (6.6) 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  (excl.VAT) 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). Your Method Statements should describe clearly and concisely how you would provide each of the main requirements laid out in the Specification. Please set out your response under the following headings and order (Maximum Words: 500 words): ASSESSMENTINTERPRETATIONSCORECompliance with Significant Added ValueExceeds the requirement. Exceptional demonstration by the organisation of the relevant ability, understanding, skills, resource and quality measures required to provide the services. Response identifies factors that will offer potential added value, with evidence to support the response.4Compliance with partial added valueSatisfies the requirement with minor additional benefits. Above average demonstration by the organisation of the relevant ability, understanding, skills, resource and quality measures required to provide the services. Response identifies factors that will offer potential added value, with evidence to support the response.3ComplianceSatisfies the requirement. Demonstration by the organisation of the relevant ability, understanding, skills, and resource and quality measures required to provide the services, with evidence to support the response.2Partial Compliance but conflict in detailSatisfies the requirement with major reservations. Considerable reservations of the organisations relevant ability, understanding, skills, and resource and quality measures required to provide the services, with little or no evidence to support the response.1Non-complianceDoes not meet the requirement. Does not comply and/or insufficient information provided to demonstrate that the Tenderer has the ability, understanding, skills, resource and quality measures required to provide the services, with little or no evidence to support the response.0Tender Evaluation Criteria Demonstrate how you envisage meeting the specification with particular attention to delivery time of 8 weeks after placing an order, safety standards, quality standards and other relevant standards. (weighting 5) How long is your warranties. (weighting 2.5) Provide a maintenance proposal paying attention to the length of time you would take after being notified of a fault, location of your maintenance staff, time you would take to deal with a fault, how often are your regular checks and what is involved in those regular checks. 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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: 6.7 Guarantee Undertaking (To be completed if the tenderer is a subsidiary company) RE: PROVISION OF Supply and delivery of Automatic Rising Bollards TO 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]] 6.8 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.) Section Enclosed To followNot Available5.1Selection Questioner6.1Form of Tender6.2Pricing Schedule6.3Mandatory requirements6.4Method Statements6.5The Tendering Certificate. 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