application and pre-qualification questionnaire contract … · 2020. 7. 13. · this questionnaire...

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APPLICATION AND PRE-QUALIFICATION QUESTIONNAIRECONTRACT FOR: DESIGN FOR ABBEY GREEN PARK Return Date for Questionnaire:17 August 2009

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Introduction and Guidance Notes

This questionnaire has been provided to interested parties who have responded to the advertisement for The Abbey Green Design Competition.

We are currently seeking to shortlist firms matching our essential requirements as a preliminary to issuing formal invitations for the Stage 2 of the design competition in August 2009, with an anticipated award of contract by November 2009. This form requires firms interested in carrying out the work to provide information about themselves and to demonstrate their suitability to undertake the contract.

Any forms not received within the due time, including attachments and substantiating documents, will NOT be considered.

In this document, the term “Firm” refers to a sole proprietor, partnership, incorporated company, co-operative, trust or charitable Firm as appropriate.

Throughout this document, the term “The Council” should be taken to mean the Council of the London Borough of Barking and Dagenham.

Please note that this questionnaire is NOT a tender. It will be used for a pre-selection process to determine those Firms that may be invited to Stage 2 of the design competition.

Applicants should note, however, that the answers provided in this questionnaire will form part of the Firm’s bid if invited to Stage 2. The Council reserves the right to disqualify a bidder or to terminate the Contract if any material misrepresentation is made in this questionnaire.

Please answer the questions specifically for the Firm and not for the Group if the Firm is part of a Group of Companies. Where however Group policies, statements, etc. are normally used by your Firm, please answer accordingly. Where the application is from a Consortium each member must complete a copy of this form and provide all supporting information.

All questions must be answered in full. Therefore, please state where an answer is nil, none or not applicable as failure to provide a complete answer may result in the Firm’s disqualification from inclusion on the List of Firms invited to tender.

All answers must be given in English and all monetary figures must be quoted in pounds (£) sterling.

You must provide the most complete and comprehensive information where possible. Any omissions that subsequently come to the attention of the Council may result in the exclusion of the Firm from the short list. All information received will be treated with the utmost confidentiality.

Where multiple choice answers are requested, please give your response by ticking the appropriate box(es).

Please mark clearly on all supporting documentation the name of the Firm and the number of

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the question to which it refers.

Please note that this questionnaire will not be considered if insufficient information is supplied without a reasonable explanation, if any relevant section is not answered or if it is not fully completed and submitted by the deadline.

You may be asked to provide additional information or you and/or selected employee(s) may be called upon to attend an interview in connection with this application. Inspections of existing premises may also be carried out to ascertain current practices. The Council will also take up financial and technical references.

Firms not currently operating in the UK should attempt to answer the questions, substituting where relevant the appropriate legislation/Codes of Practice etc that are applicable within their domestic jurisdiction.

The London Borough of Barking and Dagenham are, as every authority is, subject to the Freedom of Information Act 2000 which gives a right of access to information held by them. If you consider that any information you submit to the Council should not be disclosed because of its sensitivity, then this should be stated with the reason for exemption in accordance with the Act. For guidance and more information, see http://www.lbbd.gov.uk/5-work/procurement/freedom-information.html

Please e-mail the completed questionnaire to [email protected] return hard copies of the completed questionnaire, together with all additional documentation required, by 17 August 2009 to:

The Architects’ JournalEmap LimitedGreater London HouseHampstead RoadLondonNW1 7EJ

If you have any enquiries concerning the completion of this document, please contact:

Alex Farris, telephone 020 8227 3482 or by email at [email protected] If, following submission of this questionnaire, the information contained therein changes, please advise the above immediately.

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A. Basic information about your firm

Part 1

A1. Is the Applicant a (please tick one box only):

(a) Single Bidder (b) Leader of a Consortium Bid (c) Member of a Consortium

A2. Trading Name of Firm:

A3. Registered Name of Firm:

A4. Address for Correspondence:

A5. Registered Office Address: (if different from above)

A6. Legal status of Firm (Public or Private Limited Company, Partnership, Trust etc):

A7. Date established or registered:

A8. Country of registration or registration number:

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A9. Name of Parent Company or details of Group Structure including percentage of shareholdings for each ultimate holding company:

A10. Person applying on behalf of firm:

A11. Position in firm:

A12. Telephone Number:

A13. Fax Number:

A14. E-mail Address:

A15. Website: (if applicable)

Part 2 This section applies ONLY where the application is made by a Consortium and should be

completed by the lead firm.

A16. Please provide the names of the key service providers and the services to be provided:

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A17. If appropriate, please attach full details of any other contractors that have been identified:

Enclosed Not Applicable

A18. If there are further members are still to be identified, please provide details and an anticipated date when this will be achieved:

A19. Please outline the proposed legal structure of the consortium including an organisation chart and a full description of each member’s role:

Enclosed Not Applicable

A20. Has the consortium worked together in the past?

Yes No

B. Eligibility

If the reply to any of the following is “not confirmed”, then please provide details.

B1. Please answer either a, b or c, as appropriate: (a) Please confirm that being a company, no resolution has been passed or Order of the

Court made for the company’s winding up otherwise than for the purposes of bona fide reconstruction or amalgamation, or receiver or manager, or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof:

Confirmed Not confirmed, details enclosed

(b) Please confirm that being a partnership constituted under Scots Law, it 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:


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(c) Please confirm that being an individual (including a partner under English Law) you are not bankrupt or had a receiving order or administration order made against you, or made a composition or arrangement or trust deed with or for the benefit of your creditors, or have not had a petition presented for sequestration of your estate or appear to be unable to pay or to have no reasonable prospect of being able to pay a debt within the meaning of the Insolvency Act or any similar procedure under the law of any other state:


B2. Have any Directors or Partners, Associates or the Company Secretary been involved with any firm which has been liquidated or gone into receivership?

No Yes, details enclosed

B3. Have any Directors or Partners, Associates or the Company Secretary been convicted of a criminal offence relating to the conduct of their business or profession?


B4. Has the firm or any Directors or Partners, Associates or the Company Secretary committed an act of grave misconduct in the course of their business or profession?


B5. Please confirm that all obligations relating to the payment of taxes under the law or any part of the United Kingdom or the EU member state in which the firm is established have been fulfilled:


B6. Please confirm that all obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or the EU member state in which the firm is established have been fulfilled:

Confirmed Not confirmed, details enclosed enclosed

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B7. Please confirm that in order to provide evidence of the above questions B1 to B6, if so requested, you will provide an extract from the judicial record or a document issued by the relevant judicial or administrative authority of the EU member state in which your firm is established, or a statutory declaration made before a commissioner for oaths or equivalent in the EU member state in which your firm is established:


B8. Is any Director, Partner, Associate or Company Secretary a London Borough of Barking and Dagenham Councillor, or has been a London Borough of Barking and Dagenham Councillor, or been employed by this Council? If yes, please attach details.

Yes No

B9. Is any Director, Partner, Associate or Company Secretary a relative of any Councillor or employee of the London Borough of Barking and Dagenham? (If yes, please attach full details.)

Yes No

B10. Please list the names of any Director, Partner or Associate who has any involvement in other firms which provide services to Barking and Dagenham Council. Please also include the name of the firm and the type of work:

Not applicable Details enclosed

B11. Please enclose a copy of the Certificate of Incorporation of the firm under the Companies Act 1985, if applicable, and any certificate of change of name:


B12. Please give details of the registration of the firm if it is a trust, charitable/independent body or similar, including the nature of the registering body, date of registration and reference number. You should also attach the names of the Directors/Trustees and details about when the trust was formed and under which statutory powers:


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C. Financial standing

C1. If part of a group of companies, would the group or the ultimate holding company be prepared to guarantee your contract performance as its subsidiary? If “yes” please enclose a supporting letter from the group or the ultimate holding company.

Yes, enclosed Not applicable

C2. Please provide your VAT Registration Number:

C3. Please provide copies of the following insurance certificates, including evidence of the value of cover: (Please delete those which do not apply)

1. Employer’s Liability (Minimum requirement £5 Million) enclosed

Yes No

2. Public Liability (Third Party) (Minimum requirement £5 Million) enclosed

Yes No

3. Professional Indemnity/Malpractice (Minimum requirement £2 Million) enclosed

Yes No

C4. Please provide details of any claims in excess of £25,000 made under any insurance or professional indemnity policy within the last three years:

Enclosed Not applicable

C5. Please give the name, title and relevant qualifications of the person in the Organisation with responsibility for financial matters:

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C6. What is the name and address of your bankers?

C7. Please enclose a letter on headed notepaper, addressed to your bank authorising the Manager to provide the London Borough of Barking and Dagenham with a banker’s reference:

Enclosed

C8. Please provide a brief summary of your Firm’s trading history and present trading circumstances:

Enclosed

C9. Please provide copies of your audited accounts for the last two financial years including: •Balancesheet •ProfitandLossAccount/Costof sales •Fullnotestoaccounts •Directors/Auditorsreport(whereapplicable)

Enclosed Not enclosed

NOTE: When submitting accounts, you must ensure that they contain information concerning turnover and the balance sheets, together with any notes to the accounts and certification that they are not draft accounts. If the individual accounts for the firm are not available, a statement of turnover should accompany full group accounts.

C9.a Please indicate the annual turnover of your organisation over the last 3 years. If your organisation is part of a group, please provide figures for both the organisation and the group.

Year Organisation Group

2008

2007

2006

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C10. If the latest accounts submitted relate to a period which has ended more than ten months ago, please confirm that the firm as described therein is still trading:

Yes No

C11. If the answer to C10 is yes, please enclose a statement of turnover since the last set of published accounts:


C12. The successful Tenderer may be required to execute, at his own expense, a performance bond. In such instances the Council will provide details of the bond requirements during the tender stage. Would you be willing to comply with this requirement?

Yes No

C13. Please provide a brief outline of how your organisation would obtain any required funding for the proposed contract. (Only insert if third party finance is being specifically provided for this contract).

D. Technical information and references

D1. Please enclose an organisational chart for your firm:


D2. Please enclose brief CV’s for the key members of staff who would be involved in the management of this contract:


D3. Do you intend to use third parties or sub-contractors to deliver this contract?

Yes No

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If the answer to D3 is yes, please enclose details of your policy for the procurement and management of sub-contractors, bearing in mind all legislative responsibility:

If the answer to D3 is no, please demonstrate that your organisation possesses adequate skills to deliver this contract and in particular address niche (specialist skills), contingency and flexibility.


D4. Please detail through case studies of similar recent projects, details to include: •Principleareasof business •Areasof innovation •Projectmanagementfrominceptiontocompletion •Designmethodology •Obtainingapprovals(planning/ancientmonumentetc) •Managingpublicperception,queriesandcomplaints •Landqualityissues •Sustainablelongtermmanagement

D5. Please give details of Membership of Professional Institutes/Bodies/Trade Associations/Regulatory Bodies

Details enclosed

If you answer Yes to any of the questions D6 – D10 below, please enclose full details:

D6. Has your firm ever been asked to pay financial penalties levied in respect of a failure to perform to the terms of the contract?

Yes, details enclosed No

D7. Has your firm ever had a contract terminated or your employment terminated under the terms of the contract?


D8. Has your firm ever been refused renewal of a contract for failure to perform to the terms of the contract?


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D9. Has your firm ever withdrawn from a contract before the end of an agreed contract period?


D10. Please enclose a statement to demonstrate your firm’s experience in carrying out the provision of the type of service to which this form relates. This statement should be specific for this type of work and not general company marketing material. (Max 400 words)

Enclosed

D11. Please attach a list of similar design contests which your firm has undertaken for local authority clients, public sector, voluntary organisations and large companies in the past three years. At least one of these must be within the last six months (delete:- a current contract). You MUST provide the following details for each contract:

•Name,telephonenumberandemailaddress(if applicable)of clientrepresentative; •ClientCompanynameandaddress; •Competitiontitleandapproximateprojectvalue; •Startdateandcontractperiodforanyresultantcontracts.


D12. Number of permanent staff employed

D13. Of the above number of staff, which hold the following skills (by number):

Management/Supervision:

Clerical Support:

Sales/Marketing:

D14. In which market sectors are your permanent staff experienced?

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D15. Please state number of permanent staff currently involved directly in the provision of the type of service to which this form relates:

D16. Please give details of staff turnover as a percentage of your workforce for the last 3 years for both permanent and agency staff.

2007/8 2006/7 2005/6

D17. Please give details of your retention programme for both permanent and agency staff.

D18. Please describe the training you provide for your permanent and agency staff.

D19 Do you either:- a) undertake the majority of your services yourselves Yes No

b) undertake up to 50% of your services products andsubcontract the rest to other companies?

Yes No

c) subcontract all of your work? Yes No

Questions D20 to D24 ask you to detail your organisation’s experience in terms of the contribution in % terms that particular activities make to your turnover. Please use your last reported financial years figures to complete these questions.

D20 What proportion by % of turnover is described as Landscape Architecture

D21 What proportion by % of turnover is described as Urban Design

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D22 What proportion by % of turnover is described as Architectural services for outdoor areas.

D23 What proportion by % of turnover is described as Project management consultancy services.

D24 What proportion by % of turnover is described as heritage / historic landscapes

E. ENVIRONMENTAL POLICY AND QUALITY ASSURANCE

E1. Does your organisation have a named person responsible for Environmental Management? If yes, please state the name, position and qualifications of that person:

Name:

Position:

Qualifications:

E2. Does your organisation have an Environmental Policy?

Yes No

If yes, please provide a copy: Enclosed

E3. Does your organisation have an Environmental Management System (EMS) in place?

Yes No

If yes, do you have any objection to this being inspected?

Yes No

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E4. Does your Organisation hold either of the following accreditations? EMAS: Yes No ISO 14001: Yes No

E5. Do you have an environmental action plan in place to reduce your adverse impact on the environment?

Yes No

If yes, do you have any objection to this being inspected?

Yes No

E6. Do you have a recycling policy in place (paper, toner cartridges, etc)?

Yes, enclosed No

E7. Please provide details of any quality management accreditation, such as ISO 9000 or its equivalent:


E8. If you do not have ISO or other recognised quality accreditation, please show how your firm has an effective, auditable quality management system in place:


E9. Does your firm have a published quality manual? If so please provide a copy.


E10. Does your firm work to written procedures/instructions formally authorised by management?


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E11. Does your firm perform regular audits of its Quality system? Please provide frequency and auditors.


E12. Does your firm regularly assess and maintain records of the Quality systems of its supplies/sub contractors?


E13. Does your firm keep records of all training given to its employees?


E14. Will you allow our quality representative to assess your quality systems? Yes No

F. Health and Safety

F1. Name of Director, Partner or other person responsible for the implementation of the Firm’s Health and Safety Policy:

F2. Please state the number of staff employed by your firm, including directors and trainees:

F3. Please enclose details of all prosecutions or notices served on your firm by the Health and Safety Executive or equivalent National Organisation in the last three years. If your Firm has not been prosecuted nor received Prohibition or Improvement Notices, please tick “None”.

Enclosed None

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F4. Please enclose a complete and current copy of your Health and Safety Policy (covering General Policy Statement, Organisation and Arrangements) as required by Section 2(3) of the Health and Safety at Work Act 1974, and any codes of safe working practices issued to employees. You are advised that policies should include arrangements for compliance with the Management of Health and Safety at Work Regulations 1992, and any associated legislation and amendments thereof.

Enclosed

F5. Please provide details of your Health & Safety training programme and procedures Enclosed

F6. Please provide details of your Health & Safety performance monitoring system.

F7. Please provide your documented procedure for assessing the Health & Safety competence and resource of your suppliers

F8. Please provide details of your professional safety advisor/officer and their required qualifications.

F9. Please provide a copy of your documented risk assessment procedures Enclosed None

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G. Equalities and Diversity

G1. Please enclose a method statement setting out how your organisation complies with UK equalities legislation relating to service delivery and employment, including the Race Regulations (Amendment) Act 2000, Sex Discrimination Act 1999, the Equal Pay Act 1984, Disability Discrimination Act 1995, Human Rights Act 1998, Employment regulations for Religious Belief and Sexual Orientation (or EC member state equivalents).

The method statement should include details of: •Yourorganisation’sequalopportunitiespolicy •Yourapproachtosettingprioritiesandtargets,anddevelopinganactionplan •Theseniorityof thepersonwhooverseeseffectiveimplementation •Detailsof howthispolicyiscommunicatedtostaff •Detailsof proceduresthatyouhavetoprotectyourstaff fromunlawfuldiscrimination. •Trainingonequalitiesprovidedtostaff •You’remonitoringarrangementsfortrackingprogress.

Method Statement enclosed Yes No

G2. Do you observe as far as possible the equalities and non-discrimination codes of practice?

Yes No

G3. In the last three years, Has any finding of unlawful racial discrimination or other breach of these laws been made against your organisation by any court or industrial tribunal?

Yes No

G4. In the last three years, has your organisation been the subject of formal investigation by the Commission for Race Equality, the Equal Opportunities Commission or the Disability Rights Commission on the grounds of alleged unlawful discrimination?

Yes No

G5. If you answered yes to question G3 or in relation to question G4 and the Commission made a finding adverse to your organisation, what steps did you take in consequence of that?

Please provide full details as an attachment.

Yes No

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G6. Is your policy on equal opportunities at work set out: a) In instructions to those concerned with recruitment, training and promotion? Yes No

b) In documents available to employees, recognised trade unions or other representative groups of employees?

Yes No

c) In recruitment advertisements or other literature? Yes No

G7. If your organisation is not currently subject to UK legislation, please supply details of your experience in working under equivalent material legislation which in your country is designed to eliminate discrimination and promote equality of opportunity.

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CONTRACT FOR DESIGN FOR ABBEY GREEN PARKDECLARATION

Please read and sign the section below

I/We certify that the information supplied is accurate to the best of my/our knowledge and that I/We accept the conditions and undertakings requested in this questionnaire. I/We understand that giving false, incomplete, misleading or inadequate information that materially affects or could materially affect the decision making process, could result in the Firm’s exclusion from the list of approved tender invitees, or subsequent determination of the Contract in the event of it being awarded to the firm.

I/We also understand that it is a criminal offence, punishable by a term of imprisonment, to give or offer any gift or consideration whatsoever as an inducement or reward to any servant of a public body and that any such action will empower the Council to cancel any contract currently in force and will result in the Firm’s exclusion from any corporate list of contractors and suppliers.

Signed:

Name (Block Capitals):

For and on Behalf of:

Date:

BEFORE RETURNING THIS QUESTIONNAIRE, PLEASE ENSURE THAT YOU HAVE:

(a) answered allquestions;(b) enclosed all relevant documents, having first marked them clearly with the name of the

firmandthenumberof thequestiontowhichtheyapply;(c) signed the above undertaking.

application and pre-qualification questionnaire contract … · 2020. 7. 13. · this questionnaire...

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