NATIONAL GALLERY
FINANCE DEPARTMENT
PRE–QUALIFICATION QUESTIONNAIRE: APPOINTMENT OF BUILDING TERM CONSULTANTS (Please complete in space provided or use a separate sheet where appropriate).
1.00 COMPANY DETAILS
1.01 Include full name, head office address, registered office address, registration number, telephone number, fax number, e-mail address and web site (if any):
1.02 Location of office which is likely to administer the service. (NB. A London or home counties office would be an advantage):
1.03 Name, telephone number and e-mail address of contact for communication with the National Gallery:
1.04 Full names of associated companies including parent, holding and subsidiary companies:
1.05 Status of firm (e.g. PLC, LLP, partnership, etc):
1.06 Please describe the main business activities of your organisation; and confirm which disciplines you are applying for.
1.07 Provide a company history showing when formed, incorporation date, etc. A Company profile brochure is acceptable.
2.00 FINANCIAL DETAILS
2.01 Please enclose the three most recent sets of audited accounts.
2.02 Provide the name and address of your bank should it be necessary to obtain a reference:
2.03 Has your firm met the terms of its banking facilities and loan agreements (if any) during the past year? If not, what were the reasons and what is being done to put things right?
2.04 Describe the insurances held by your firm and the value of cover for each. NB. The Gallery normally requires a minimum of £5 million for PI cover.
2.05 How quickly do you pay your suppliers and sub-contractors?
2.06 Has your firm met all its obligations to pay its creditors and staff during the past year? If not, please explain the circumstances.
2.07 Please state minimum order/commission value if any.
2.08 Please state whether or not you would be willing to enter into an ‘Open Book’ agreement with the Gallery?
3.00 STAFFING
3.01 Provide a breakdown, by discipline, of directly employed staff currently engaged:
3.02 Generally, what professional qualifications and technical experience do staff who may be nominated to work at the National Gallery hold?
3.03 What training do you arrange for staff and any sub-contractors? Please include details describing the regularity and formality of your training programmes.
3.04 Give an indication of staff turnover.
3.05 Does your organisation have a written equal opportunities policy to avoid discrimination? (Note: This may be requested later)
3.06 What checks do you undertake on staff who are required to work in sensitive locations (valuable and fragile artefacts, buildings where the general public is present).
4.00 EXPERIENCE
4.01 Describe similar recent experience of similar work. Emphasise any associated with a Grade 1 listed building which serves the general public. Also, indicate any recent experience of working in museums or art galleries with significant collections and specific environmental considerations.
4.02 Please give details of work that you have undertaken in museums or art galleries where the institution has remained open to the public and or artefacts have remain on display.
4.03 Give at least three names, addresses and telephone numbers of clients (preferably from the above) who can provide a reference on your work:
4.04 Describe (in general terms) any recent experiences where you have identified efficiency savings of benefit to the client.
4.05 What measures are used by your company to ensure that clients’ confidential information and assets are suitably protected? In other words, how shall you try and reduce the possibility of theft / fire / damage whilst working at and for the Gallery?
4.05 Describe any recent instances where you have helped clients with environmental issues (e.g. reduction of carbon footprint). If none, what steps are taken by your own organisation to reduce its impact on the environment?
5.00 CAPACITY
5.01 List all major contracts administered from the same office that would be responsible for the National Gallery’s contract:
5.02 Explain why you believe that you are in a strong position to take-on this contract.
5.03 What elements of work do you normally sub-contract? Please list the main areas and describe how you decide which sub-contractor shall be used.
5.04 How much notice do you normally require to undertake commissions?
5.05 How quickly can you mobilise somebody to attend to an unforeseen emergency at the Gallery?
5.06 Briefly describe any arrangements which your firm has with suppliers which may be of possible interest to the Gallery (e.g. providers of monitoring / testing equipment, software specialists, reference libraries / journals, etc)
5.07 Are you familiar with GC/Works suite of contracts as this will form the basis of your appointment GC/Works 5 (1999 amended) General Conditions for the Appointment of Consultants: Framework Agreement. Are you content with the proposed terms and conditions of engagement?
5.08 With which GC/works forms of contract are you familiar, please list Form of contract and details of commission undertaken.
6.00 QUALITY
6.01 Is the office that will be responsible for the contract quality assured (e.g. ISO 9001)? Please enclose a copy of the certificate. (If there is no formal accreditation, please describe relevant quality assurance procedures used).
6.02 Are you a member of / affiliated to any professional or commercial bodies. If so, please give details and explain why this is of benefit to clients.
6.03 Enclose your health and safety policy statement and give a brief overview of your health and safety procedures. Give special attention to working in a building where the public is present and where unique items are on display.
6.04 Give details of any insurance claims involving the company during the last three years, and any current and known future claims.
6.05 Give details of any court cases or legal disputes involving the company during the last three years and any current and known future court cases or legal disputes.
6.06 Have you had any contracts terminated for poor performance in the last three years, or any contracts where damages have been claimed by the contracting authority? If yes, please give details.
7.00 OTHER ITEMS
7.01 Do you have any queries which you wish to register at this stage? If so, please describe.
Please also remember to read and sign the general disclaimers in the Appendix.
Declaration:
I declare that to the best of my knowledge the answers submitted in this pre-qualification questionnaire (including the Appendix) and supporting material are correct. I understand that the information shall be used in the evaluation process to asses my organisation’s suitability to be invited to tender for the National Gallery’s fire and security maintenance contract.
I understand that the Gallery reserves the right to exclude my organisation from further participation in a procurement process if an error, omission or misrepresentation is discovered, no matter what stage in the process has been reached.
Signed…………………………………………………..
Name …………………………………………………...
For(Organisation)………………………………………………
Date……………………………………………………..
Appendix A
STATEMENT RELATING TO GOOD STANDING
STATEMENT RELATING TO GOOD STANDING — GROUNDS FOR OBLIGATORY EXCLUSION (IN ELIGIBILITY) AND CRITERIA FOR REJECTION OF CANDIDATES in accordance with Regulation 23 of the Public Contracts Regulations 2006 (as amended)
PROJECT TITLE:
We confirm that, to the best of our knowledge, the Potential Provider is not in breach of the provisions of Regulation 23 of the Public Contracts Regulations 2006 (as amended) and in particular that:
Grounds for mandatory rejection (ineligibility)
The Potential Provider or its directors or any other person who has powers of representation, decision or control of the named organisation has not been convicted of any of the following offences:
(a) conspiracy within the meaning of section 1 of the Criminal Law Act 1977 where that conspiracy relates to participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA (as amended);
(b) corruption within the meaning of section 1 of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906 (as amended);
(c) the offence of bribery;
(d) fraud, where the offence relates to fraud affecting the financial interests of the European Communities as defined by Article 1 of the Convention relating to the protection of the financial interests of the European Union, within the meaning of:
(i) the offence of cheating the Revenue;
(ii) the offence of conspiracy to defraud;
(iii) fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978;
(iv) fraudulent trading within the meaning of section 458 of the Companies Act 1985 or section 993 of the Companies Act 2006;
(v) defrauding the Customs within the meaning of the Customs and Excise Management Act 1979 and the Value Added Tax Act 1994;
(vi) an offence in connection with taxation in the European Community within the meaning of section 71 of the Criminal Justice Act 1993; or
(vii) destroying, defacing or concealing of documents or procuring the extension of a valuable security within the meaning of section 20 of the Theft Act 1968;
(e) money laundering within the meaning of the Money Laundering Regulations 2003 or Money Laundering Regulations 2007; or
any other offence within the meaning of Article 45(1) of Directive 2004/18/EC as defined
Discretionary grounds for rejection
The Potential Provider confirms that it:
(a) being an individual is not bankrupt or has not had a receiving order or administration order or bankruptcy restrictions order made against him or has not made any composition or arrangement with or for the benefit of his creditors or has not made any conveyance or assignment for the benefit of his creditors or does not appear unable to pay or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of the Insolvency Act 1986, or article 242 of the Insolvency (Northern Ireland) Order 1989, or in Scotland has not granted a trust deed for creditors or become otherwise apparently insolvent, or is not the subject of a petition presented for sequestration of his estate, or is not the subject of any similar procedure under the law of any other state;
(b) being a partnership constituted under Scots law has not granted a trust deed or become otherwise apparently insolvent, or is not the subject of a petition presented for sequestration of its estate;
(c) being a company or any other entity within the meaning of section 255 of the Enterprise Act 2002 has not passed a resolution or is not the subject of an order by the court for the company’s winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, nor had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is not the subject of similar procedures under the law of any other state;
(d) has not been convicted of a criminal offence relating to the conduct of his business or profession;
(e) has not committed an act of grave misconduct in the course of his business or profession;
(f) has fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the organisation is established;
(g) has fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established;
(h) is not guilty of serious misrepresentation in providing any information required of him under this regulation;
(i) in relation to procedures for the award of a public services contract, is licensed in the relevant State in which he is established or is a member of an organisation in that relevant State when the law of that relevant State prohibits the provision of the services to be provided under the contract by a person who is not so licensed or who is not such a member.
Organisation’s name
SignedPosition
Date
Please return this completed pre – qualification questionnaire (with the other material requested) to Mr D Marshall, Purchasing Manager, Finance Department, The National Gallery, Trafalgar Square, London WC2N 5DN by 9th February 2011.
Note: If using the services of a courier, applications can be left either at the staff entrance (just west of the Main Portico public entrance) or at reception in the Gallery offices (St Vincent House 30 Orange Street – behind the Sainsbury Wing).