RESTRICTED– CONTRACTS (when completed)

Supplier
Pre-Qualification
Questionnaire (PQQ)
FOR:XXXXXXXXXXXXXXXXXXXXXXXXX

TENDER REF: CXXX/XXX

BLUELIGHT REF:XXXX-XXXXXX

SUBMITTED BY:Insert name of organisation

TO BE RETURNED TOXXXXXXXXX

Contracts XXXXXX

Suffolk Constabulary

Procurement Unit

Police Headquarters

Martlesham Heath

Ipswich

IP5 3QS

Tel: +44 (0) 1473 613XXX

via the Bluelight E-tendering System

BY: 15:00 hours on XX XXXXX XXXX

If you would like to receive this document in large print, please contact, XXXXXXX, by telephoning

+ 44 (0)1473 613XXX or e-mailing

quoting Suffolk Constabulary Tender Reference CXXX/XXX

INDEX
Section / Details / Page No
Part A / Background Information / 4
Part B / Instructions / 9
Part C / Organisation Information / 16
Part D / Capability and Capacity Statements / 18
Part E / Economic and Financial Standing / 22
Part F / References / 25
Part G / Quality and Environmental Controls / 27
Part H / Health and Safety / 29
Part I / Equal Opportunities / 31
Part J / Freedom of Information / 35
Part K / Supporting Documentation / 37
Part L / Declarations / 38
PART A – BACKGROUND INFORMATION

Provide appropriate background information to ensure that potential tenderers have sufficient information to fully understand the requirement.

PROCUREMENT PROCESS

Key elements of the process have been reviewed and the planned activities and timescales are:

Activity / Date
PQQ issued
Return of PQQ (via Bluelight)
Issue tender
Return of tenders (via Bluelight)
Award Contract
Contract commences

It should be noted that these dates might be subject to change.

VETTING OF SUCCESSFUL TENDERERS EMPLOYEES

It is anticipated that vetting of the successful tenderer’s key personnel delivering the service will be required to undergo vetting.

In line with Home Office guidance vetting is undertaken of Contractors who have access to areas and information to which the general public are not permitted. In this case new Contractors must have clearance prior to the contract start date.

If a main contractor needs to engage sub-contractors who will need to access premises and information, it is the responsibility of that MAIN CONTRACTOR to forward those requests. Sub-contractor managers will, however, be required to carry out ID verification checks, and sign off same, in exactly the same way as a main contractor does for his personnel.

The level and frequency of vetting will be dependent upon the specific areas of police premises being accessed and the security level of the information being handled.

PART B – INSTRUCTIONS
  1. Thank you for expressing your interest in tendering for this contract. Please read these instructions first.
  1. This document is divided into 12 parts. Please read and complete each part carefully. Potential Providers must adhere to the format of this PQQ when answering the questions. Where questions cannot be answered fully or are not considered relevant, please provide an explanation and details. Please keep responses concise and, where practical, include electronic links to where additional relevant information can be found.

3.Confidentiality

3.1Subject to the exceptions referred to in paragraph 3.4 below, the information contained in this PQQ and any supplementary documentation issued is made available to Potential Providers on condition that:

(a)Potential Providers shall not disclose, copy, reproduce, distribute or pass such information to any other person at any time nor allow such;

(b)Potential Providers shall not use such information for any purpose other than for the purposes of participating in this procurement process; and

(c)Potential Providers shall comply with the provisions of paragraph 7 (which contains restrictions on publicity activity with any section of the media).

3.2Potential Providers shall procure that each subcontractor or consortium member who receives any such information is made aware of, and complies with the provisions of, paragraph 3.1 as if it were a Potential Provider.

3.3Any Potential Provider who, in the Authority's opinion, breaches any of the requirements of paragraph 3.1 or 3.2 above may at the Authority's sole discretion be disqualified from further participation in the competition (without prejudice to any other civil remedies available to the Authority and without prejudice to any criminal liability which such conduct by a Potential Provider may attract).

3.4Participants may disclose, copy, reproduce, distribute or pass such information to another person if either:

(a)this is done for the sole purpose of responding to the PQQ and the person receiving the information commits in writing to keep the information on the same terms as set out in paragraph 3.1; or

(b)the Participant obtains the prior written consent of the Authority in relation to such disclosure, copying, reproduction, distribution or passing of information.

3.5By participating in this tender process, Potential Providers understand and agree, and shall procure that all others whose information is supplied to support their PQQ response similarly understand and agree, that the Authority is permitted to disclose all information submitted to it to its partner authorities for the purposes of evaluation of your responses

4.Non-Collusion

Any Potential Provider who:

(a)enters into any agreement or arrangement with any other Potential Provider, or causes or induces any other person to enter such agreement or arrangement, that it shall refrain from participating in this procurement process; or

(b)causes or induces any person to inform any Potential Provider of matters discussed in relation to any other Potential Provider’s PQQ submission or proposed solution; or

(c)offers or agrees to pay or give any sum of money, inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done any act or omission in relation to any Potential Provider’s PQQ submission or proposed solution; or

(d)communicates to any person other than the Authority matters discussed with the Authority, except where the Potential Provider is in a consortium and such disclosures are made in confidence within that consortium,

will be disqualified from further participation in this procurement process (without prejudice to any other civil remedies available to the Authority and without prejudice to any criminal liability which such conduct by a Potential Provider may attract).

  1. Canvassing

Any Potential Provider, who, in connection with this competition:

(a)offers any inducement, fee or reward to any servant or agent of the Authority or any person acting as an adviser to the Authority in connection with this competitive dialogue process or does anything which would constitute a breach of the Prevention of Corruption Act 1889 to 1916; or

(b)contacts any servant or agent of the Authority or any person acting as an adviser to the Authority prior to a Contract being entered into about any aspect of this competitive dialogue process in a manner not permitted by this PQQ,

may be disqualified from further participation in in this procurement process at the Authority's absolute discretion (in either case without prejudice to any other civil remedies available to the Authority and without prejudice to any criminal liability which such conduct by a Potential Provider may attract).

  1. Conflict of Interest

Potential Providers are responsible for ensuring that no conflicts of interest exist or arise either in the context of their own appointed advisers or those of the Authority. Any Potential Provider who becomes aware of such a conflict of interest must notify the Authority as soon as reasonably practicable after it becomes aware of such a conflict.

  1. PUBLICITY

Potential Providers shall not undertake (or permit to be undertaken) at any time any publicity or activity with any section of the media including, but not limited to, making any announcements in relation to this competitive dialogue process other than with the prior written consent of the Authority. In this paragraph the word "media" includes, but is not limited to, radio, television, newspapers, trade and specialist press, the internet and email accessible by the public at large, and the representatives of all such media.

  1. COPYRIGHT

The copyright in this PQQ is vested in the Authority and may not be reproduced, copied or stored in any medium without the prior consent of the Authority. The PQQ and any supplementary documentation issued is, and shall remain, the property of the Authority and must be returned on demand.

  1. ACCURACY OF INFORMATION AND LIABILITY OF THE AUTHORITY AND ITS ADVISORS
  1. The PQQ, and any other documents or information to which it refers, has been prepared by the Authority in good faith. However, it does not purport to be comprehensive or to have been independently verified. The Authority shall not be liable for any loss or damage arising as a result of any inaccuracy or incompleteness in any information contained in the PQQ or any other document or information to which it refers. Potential Providers are expected to carry out their own due diligence checks for verification purposes.
  1. Subject always to the requirements of paragraph 3.1 above, Potential Providers considering participating in the tender phase should make their own investigations and enquiries as to the Authority's requirements beforehand.
  1. The issue of this PQQ is not to be construed as a commitment by the Authority to enter into a contract as a result of this tender process. Any expenditure, work or effort undertaken is accordingly a matter solely for the commercial judgement of the Potential Provider. The Authority will not reimburse any costs incurred by any Potential Provider in connection with its preparation and participation in this procurement process.
  1. The Authority reserves the right to cancel or withdraw from the competition at any time or to re-invite proposals on the same or any alternative basis. The Authority shall be able in its sole discretion to alter or terminate this tender process at any stage.

  1. This PQQ should not be considered as an investment recommendation made by the Authority to any party seeking to participate. Each Potential Provider must make its own independent assessment after making such investigation and taking such professional advice as it deems necessary. None of the Authority, its servants, agents or advisers make any representations or warranties (express or implied) or accept any liability or responsibility (other than in respect of fraudulent misrepresentation) in relation to the adequacy, accuracy, reasonableness or completeness of the PQQ and any supplementary documentation issued (including but not limited to, any loss or damage arising as a result of reliance by the Potential Provider on such information or any part of it).
  1. Questions must be answered in English.
  1. This PQQ sets out the information which is required by the Authority 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 5 and a maximum of 10 top scoring Potential Providers to be invited to tender.

The following weightings will apply for the relevant sections of the PQQ:

Section / Details / Weighting
Part D / Capability Statements / XX%
Part E / Economic and Financial Standing / XX%
Part F / Experience and References / XX%
Part G / Quality & Environmental Controls / XX%
Part H / Health & Safety / XX%
Part I / Equal Opportunities / XX%

The following scoring matrix will be used as a generic guide to mark scored questions in each section (along with the relevant weighting factors);

Score 0 / Very poor (does not meet any of the requirement)
The response is significantly below what would be expected because of one or all of the following:-
  • The response indicates a significant lack understanding
  • The requirement has not been answered

Score 1 / Poor (meets some of the requirement)
The response addresses elements of the requirement but gives concern in a number of significant areas. There are reservations because of one of the following:
  • There is at least one significant issue needing considerable attention
  • There is insufficient evidence to demonstrate competence or understanding
  • The response is light and unconvincing

Score 4 / Fair (meets most of the requirement)
The response addresses most of the requirement but there is at least one significant issue of concern, or several smaller issues arising through lack of demonstrated capability / capacity and / or appropriate evidence. The response therefore shows
  • Basic understanding
  • Some competence demonstrated through relevant evidence
  • Some areas of concern

Score 7 / Good (meets the requirement)
The response broadly addresses the requirement and there are no significant areas of concern although there may be limited minor issues that are not fully addressed or evidenced. The response therefore shows:
  • Good understanding of the requirements
  • Sufficient capability / capacity demonstrated through relevant evidence
  • Some insight demonstrated

Score 9 / Very Good (exceeds the requirement)
The response exceeds what is expected for the requirement and leaves no doubt as to capability / capacity. The response therefore shows:
  • Very good understanding of the requirements
  • Considerable capability / capacity demonstrated through relevant evidence
  • Considerable insight into the relevant issues
The response is likely to add value in several respects.

Contracts Officers may place their own variation on this guide provided that it is able to stand scrutiny.

12.Please answer the questions specifically for your organisation and not for the group if you are part of a Group of Companies. It is very important that you answer all questions applicable to your organisation as fully as possible. The answer fields in this document are generally set to one line and should be expanded as necessary to suit your response. If you need to add supporting documentation, please do so as a separate document, clearly cross-referencing it to the main document. Your application may be precluded if relevant questions are not answered, if you fail to provide a satisfactory response, if any documents requested are not included, or if any information is found to be inaccurate when verified. Where supporting evidence is requested the specific content relevant to the question must be clearly identified by highlighting or similar means.

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

The Authority may seek independent financial advice to validate information declared or to assist in the evaluation.

Evaluation of Tenders for subsequent stages of the procurement process will be undertaken in accordance with the evaluation criteria that will be published in the invitation to participate in dialogue.

14.PQQ’s not received by the closing date and time shown on the cover of this document will not be considered. You are strongly advised to allow sufficient time to upload the PQQ and supporting information onto the Bluelight E-tendering system before the closing date and time.

  1. Potential providers may find it beneficial to view the following web site - joint web portal launched by the Office of Government Commerce and the Small Business Service, which provides advice and guidance to small businesses bidding for Public Sector work. The publication “Tendering for Local Government Contracts” has also been updated to give more positive and helpful tips and advice to Small/Medium Enterprises (fewer than 250 employees) wishing to tender.

16.Please return the completed PQQ along with any supporting documents, which must be clearly identified with your company’s name. by using the Bluelight E-tendering system unless a postal return has been agreed in advance.

17.If you have any questions regarding these documents please submit them using the Bluelight e-Tendering System following the Question and Answer link for this contract reference. This is the only route for questions relating to this PQQ. No approach of any kind in connection with this PQQ should be made to any other person within, or associated with, any of the named Authorities. Any attempts to do so throughout the tender process may result in disqualification

18.Questions should be answered fully and no assumptions or reliance be placed on previous history or current arrangements with any of the police forces named herein.

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

  1. The selection of supplier to take part in the tendering process will be based on the information available to the Authority at the time of selection. The Authority reserves the right at the contract award stage to undertake a due diligence review of the information provided at the selection stage to ensure that this is still current and meets the original selection standards.

PART C – ORGANISATION INFORMATION

Please complete this section which will ensure that we have complete and accurate information regarding your organisation and be able to contact you without incident. This information may also be used by us to carry out company checks.
Please note that all questions are for information only
C1 / Organisation Name:
C2 / Address:
C3 / Post Code:
C4 / Company Registration No.
C5 / Trading Name (if differs)
C6 / Telephone Number
C7 / Fax Number
C8a / E-mail address
C8b / Web address
C9 / Organisation status:
E.g. Private / Public/Partnership /
Subsidiary / Sole Trader / Local Authority / Other (please state along with relevant information eg Registered Charity No) / Consortium or Joint Venture or other similar arrangement (please provide details of constitution and percentage share holdings if available)
C10 / Are you registered (under the Companies Act 2006)?
If Yes, please provide a copy of the Certificate of Incorporation and any change(s) of name, registered office and principal place of business, if not already stated at C2.
C11 / Are you registered for VAT?
If Yes, please provide VAT registration number
C12 / Person submitting application, position and email address to be used for correspondence if different from C8a
C13 / Please list Directors, Partners, Associates and Company Secretary, indicating their role
C14 / Has the Company, any of its Directors, Partners, Associates or Company Secretary or a sole trader or person in a position of authority and responsibility previously been requested to carry out work by Suffolk Police Authority or any of the participating authorities?