SOUTH OXFORDSHIRE DISTRICT COUNCIL

______

Pre-Qualification Questionnaire

for Provision of Works to

Refurbish the Gym and Changing Facilities at

Thame Leisure Centre

______

Deadline for return:

12:00 Midday

Friday 22 july 2011

Contents of the Pre Qualification Questionnaire (PQQ)

Schedule 1

Draft PQQ Thame Gym Refurbishment 17.02.2011 Page 1 of 47

for Provision of Works to...... 1

Refurbish the Gym and Changing Facilities at...... 1

Thame Leisure Centre...... 1

7.4 Documents must be in a sealed envelope and must bear no mark or franking logo of the sender. If the document is hand delivered the carrier/deliverer must not disclose or attempt to disclose who the PQQ is from or any of its contents. 8

Failure to comply with these instructions may affect your eligibility for the competition. 8

A.3 Areas of Business...... 14

A.4 Business Probity...... 15

A.6 Insurance...... 16

Yes ( No (...... 18

A.7.12 Do you have a documented system in place for recording and investigating Health & Safety Incidents (accidents, incidents, near misses and potential health issues) and a process to analyse data to identify trends? 20

A.7.13 Within Control of Substances Hazardous to Health (COSHH) how do you evaluate the hazards and risks to health arising from work involving substances hazardous to health? 20

A.7.14 Does your organisation retain copies of COSHH assessments for inspection purposes and are they available at work sites? 20

Yes ( No (...... 20

A.9.1 Please provide details of any environmental management certification that your organisation and any envisaged supply chain member (sub-contractor) or consortium member holds e.g. ISO 14001 or equivalent standard. Please include a copy of applicable certificates. 22

A.9.2 During the last three years have any prosecutions been taken, cautions given, notices served or other action taken against your organisation or against any of your directors/management for contraventions or environmental legislation (including town and county planning legislation) in relation to activities similar to those covered by this contract? 23

A.9.3 Please read the following statement:...... 23

A.9.4.3Does your organisation measure its carbon dioxide emissions?...... 24

Please detail any plans in place to reduce these...... 24

A.10.1 Providers should note that the council shall require (where appropriate*) all staff employed in the delivery of the services to be subject to criminal record checks and to comply with any security arrangements which may be issued from time to time. 24

A.10.2 The council shall have the right, at their absolute discretion, to require any Contractor to remove, or permanently exclude, any person from its premises and will observe its obligations under the Data Protection Act which prohibits disclosure of details that might inform any such decision. 24

A.10.3 Please confirm that you are willing to contract under these terms...... 24

E.1 Completion, Sign off and Expression of Interest for the Provision of Works to Refurbish the Gym and Changing Facilities at Thame Leisure Centre 40

Draft PQQ Thame Gym Refurbishment 17.02.2011 Page 1 of 47

PART A – Commercial Information Page

  • Company/Organisation Identity 9
  • Legal/Organisational Status 10
  • Areas of Business 14
  • Business Probity15
  • Organisation and Management16
  • Insurance16
  • Health and Safety18
  • Equality and Diversity21
  • Environmental Sustainability22
  • Security24

PART B – Financial Information

  • Turnover25

PART C – Technical Capability

  • Previous Experience27
  • Quality Assurance and Standards 28
  • Staff Numbers and Employment29
  • Staff Training and Development 30
  • References 31
  • Professional Organisations 34
  • Corporate Social Responsibility34

Part D - Invoicing

  • Invoicing and Payment35

Schedule 3

Part A – Indicative Timetable

  • Indicative Timetable36

Part B – Assessment Approach

  • Assessment approach37

Document 1 – Expression of Interest

Document 2 – Declaration

Document 3 – Statement relating to Good Standing

Document 4 – Freedom of Information Act

Document 5 – Transparency Clause

Appendix A – Checklist of attachments

Schedule 1

1.Background to the Procurement

In January 2007, HM Treasury announced the publication of the Transforming Government Procurement report. This unveiled a range of public procurement reforms to equip the UK with the capability to deliver world class public services in the face of growing challenges of global competition, changing demographics and increasing pressures on natural resources.

SODC is seeking to award a short term contract for the provision of refurbishing and updating the gym and changing facilities at Thame Leisure Centre.

Having expressed an interest in this contract you are now invited to complete the attached PQQ and to submit it together with any requested supporting information, to the contact point detailed at section 8, ‘return of the questionnaire’ by the due date for return.

All requests for clarification or further information in respect of this PQQ should be addressed to the named contact point by completing the ‘question pro-forma’ at appendix A. No approach of any kind in connection with the PQQ should be made to any other person within, or associated with the council.

The PQQ is being provided on the same basis to all Potential Providers.

The council expressly reserve the right to require a Potential Provider to provide additional information supplementing or clarifying any of the information provided in response to the requests set out in this PQQ.

This questionnaire will be evaluated against the Assessment Approach detailed in section Schedule 2, Part B of this document in order for the panel of evaluators to reduce the number of interested parties to a more manageable number to invite to submit formal tenders.

It is intended that the council will invite a maximum of four suppliers to go through to Invitation to Tender stage and submit a formal bid.

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

If you require any assistance in completing this questionnaire please contact:

James Erskine

e-mail :

2. General

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

Direct or indirect canvassing of any Local Councillor, public sector employee or agent by any Potential Provider concerning this requirement, or any attempt to procure information from any Local Councillor, public sector employee or agent concerning this PQQ may result in the disqualification of the Potential Provider from consideration for this requirement.

This is a competitive procedure using the councils restricted tender process and conducted in accordance with the EU Directive 2004/18, as required by the UK Public Contracts Regulations 2006 (S.I. 2006 No:5) so far as applicable.

The successful provider shall be required to enter into a formal contract.

  1. Purpose of this questionnaire
  2. The PQQ sets out the information which is required by the council in order to assess the suitability of Potential Providers in terms of its technical knowledge and experience, capability / capacity, organisational and financial standing to meet the requirement. During the PQQ stage, the intention is to arrive at a short list of between four and sixqualified providers for formal Invitation to Tender against the requirement and as more particularly set out in the attached tender documents.
  3. Potential Providers must adhere to the format of this PQQ when answering the questions. Where questions cannot be answered fully, please provide relevant explanation and details.
  4. Please keep responses concise and, where practical, include electronic links to where additional relevant information can be found.
  5. The purpose of this Questionnaire is to provide a structured format for the return of information required by the council in order to assess the suitability of those expressing an interest in tendering for this contract. It is therefore important that information you provide about your capabilities is accurate, and can be verified at a later stage if necessary.
  6. The council may disqualify any Potential Providers who fail to:

i)comply with the requirements of Regulation 23 and/or fails to certify at part I that it has fulfilled these requirements

ii)Provide a satisfactory response to any questions in the PQQ or inadequately or incorrectly completes any question

iii)Submit its completed PQQ after the deadline

3.6The Potential Providers who comply with the above grounds shall be evaluated on the qualification criteria listed in the PQQ which takes into account the economic and financial standing and the technical or professional ability of the Potential Provider and will be in accordance with Regulations 23 – 25 of the Public Contracts Regulations 2006 (as amended). A shortlist of Potential Providers will be drawn up and invited to tender.

3.7The council may seek independent financial and market advice to validate information declared or to assist in the evaluation. The council reserves the right to conduct Reference site visits; ask for demonstrations; and/or presentations as part of the PQQ process.

3.8The questionnaire comprises a number of sections that focus on technical, organisational, and commercial capacity.

3.9You should note that details of our requirements are still subject to confirmation and are not intended to imply a definite requirement by the Council. Likewise, the details provided by you in response to the Questionnaire will not be construed as creating a commitment to supply on your part. The secondary purpose is to assess the level of market interest in providing products or services.

3.10All information provided will remain confidential and will not be disclosed to any other party except where required for official audit purposes and subject to the Freedom of Information Act 2000.

3.11You will not be entitled to claim from the council any costs or expenses, which you may incur in completing this pre-qualification questionnaire whether or not, your questionnaire is successful.

3.12Evaluation of tenders at the award stage will be undertaken in accordance with the high-level evaluation criteria that will be published in the invitation to tender documentation.

4.Consortia and sub-contracting applications

Where a consortium or sub-contracting approach is proposed, all information requested should be given in respect of the proposed prime contractor or consortium leader. Relevant information should also be provided (as indicated in the PQQ section A.2.11) in respect of consortium members or sub-contractors who will play a significant role in the delivery of the requirements of the works. Responses must enable the council to assess the overall consortia or core supply base.

5.Contract Term

5.1The Contract shall be the duration of the refurbishment works as detailed by the suppliers proposals.

5.2 The Contract term will start when the successful company has been awarded the contract following a formal tender process. This is likely to commence in September 2011

6.Instructions for Completion

6.1 Please ensure you read all parts of this questionnaire to ensure you are capable of fulfilling all of the requirements.

6.2 Should you be in any doubt as to the interpretation of either the content of this document or any instructions contained within it, please forward details of your enquiry, in writing, to the contact shown at the end of this document using the form enclosed at Appendix A.

6.3Potential providers are asked to include a single point of contact in their organisation for their response to the PQQ. The council will not be responsible for contacting the Potential Provider through any route other than the nominated contact. The Potential Provider must therefore undertake to notify any changes relating to the contract promptly.

6.4If a Potential Provider considers that any of the information included in their PQQ is commercially sensitive, it should identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity.

6.5Potential providers should be aware that, even where they have indicated that information is commercially sensitive, the council might be required to disclose it under the Freedom of Information Act if a request is received.

6.6Potential providers should also note that the receipt of any material marked ‘confidential’ or equivalent by the council should not be taken to mean that the council accepts any duty of confidence by virtue of that marking.

6.7 All written documentation must be submitted in a ring binder.

6.8If submitting your response in writing, please submit two (2) hard copies and one (1) electronic copy.

6.9Alternatively you can submit your questionnaire electronically (see section 7)

6.10 Submissions that do not contain all requested information may be discounted. If separate sheets are needed, these should be clearly marked on the top right hand corner with the number of the question to which it relates and the name of the Applicant. In addition, please indicate under the relevant question that this has been done. Answers to the questions and any accompanying documentation must be in English.

6.11 If the Applicant reproduces the Questionnaire, the paragraph numbering, content or wording of the questions must not be changed in any way.

6.12Applicants must answer all questions. Where a question is not relevant to your organisation, Applicants should write/type “Not Applicable” clearly in the appropriate place.

6.13Applicants are asked not to supply general marketing, promotional or similar material in answer to a question, unless such information is specifically requested or the material supplied is particularly relevant to the question. If such material is specifically requested it should be marked clearly to show the Applicant’s name, the number of the question to which it relates and, if appropriate, the page number of the section of the material which is relevant.

6.14 The council may require you to clarify your answers in the Questionnaire or to supply additional information if it considers this appropriate.

6.15 A Partner or other authorised representative of the Company/Organisation must sign the Questionnaire on behalf of the Applicant.

6.16 If the Applicant is a member of a group of companies (e.g. sister organisation, subsidiary etc), the Questionnaire should be completed on behalf of the individual Applicant and not on behalf of the group as a whole (except where Group information is specifically requested by the question).

6.17 Any assumptions made when answering any question should be stated.

7.Return of the Questionnaire

The completed questionnaire must be returned no later than 12.00pm on Friday 22 July 2011.1 It is your responsibility to ensure that we receive the Questionnaire by the closing time on the closing date. We are happy to accept documents in either hard copy or electronic form, or both. We do encourage suppliers to submit documents electronically in order to simplify the processing and to reduce environmental impact.

7.2To submit your Questionnaire electronically, please send the document as an email attachment to before the closing time on the specified closing date. Please place in the subject line of the email “PQQ for the provision of works to Refurbish The Gym and Changing Facilities at Thame Leisure Centre”.

7.3If you would like to submit your Questionnaire by post, please use the address below and ensure that it arrives within the council building before the closing time on the closing date.

Business Improvement Team

PQQ for the Provision of Works to Refurbish the Gym and Changing Facilities at

Thame Leisure Centre

South Oxfordshire District Council

Benson Lane

Crowmarsh Gifford

Wallingford

Oxon

OX10 8ED

7.4Documents must be in a sealed envelope and must bear no mark or franking logo of the sender. If the document is hand delivered the carrier/deliverer must not disclose or attempt to disclose who the PQQ is from or any of its contents.

Failure to comply with these instructions may affect your eligibilityfor the competition.

7.5Please return an electronic copy to the portal from where you downloaded the Questionnaire, together with any supporting documents. Please allow sufficient time to upload all documents to the portal before the deadline

Schedule 2

Part A

Commercial Information

A.1.COMPANY/ORGANISATION IDENTITY

A.1.1.Name of the company/organisation in whose name the tender will be submitted

A.1.2.Contact name and position in company/organisation

A.1.3.Address

Telephone No / Fax No
E-mail Address
Web Site Address

A.1.4.Registered Address if different from above

A.2LEGAL/ORGANISATIONAL STATUS

A.2.1Is your company/organisation

(delete as appropriate)

i) a public limited company / Yes / No
ii) a Private limited company / Yes / No
iii) a sole trader / Yes / No
iv) a partnership / Yes / No
v) voluntary / charitable organisation / Yes / No
vi) other (please specify)

A.2.2Date of formation of your company/organisation, and brief history (max 200 words). This should include dates/details of any changes (i.e. in ownership) since formation

A.2.3Date of incorporation in U.K. if different from A.2.2

A.2.4Country and date of incorporation/registration (or equivalent) if other than in the U.K.

A.2.5Company Registration Number

A.2.6Date of Registration

A.2.7VAT registration number

A.2.8Charity Number (if applicable)

A.2.9Is your company/organisation registered under the Data Protection Act 1998? If so, what is your DPA registration number?

A.2.10Is your company/organisation a subsidiary of another company as defined by section 736 (1) of the Companies Act 1985? If ‘yes’, please provide the name and registered office address of the holding or parent company and the ultimate parent (if applicable) and their registration number:

Yes (No (

Note: The council may require the ultimate Holding Parent Company to enter into a Deed of Guarantee, where a contract is proposed with a subsidiary, to indemnify the council against all losses, damages or costs which may be incurred by the council by reason of any default on the part of the applicant and to guarantee performance of the contract.

A.2.11 Is your organisation a consortium joint venture or other arrangement? If so, and if it is available, please provide details of the constitution and percentage shareholding.

Consortium / Yes / No (please delete)
If your answer above is yes please complete the table below
If your answer above is no please continue to A.2.14
Organisation / Percentage shareholding

A.2.12Please provide a one-page chart illustrating the ownership structure of the Potential Provider including relations to any parent or other group or holding companies.

Ownership structure enclosed / Yes / No (please delete)

A.2.13Where applicable, is your organisation registered with the appropriate trade or professional register(s) in the EU member state where it is established (as set out in Annex 1X B of Directive 2004/18/EC) under the conditions laid down by that member state)