3 NORTH LANARKSHIRE COUNCIL

REPORT ~

TO: CONSTRUCTION SERVICES COMMITTEE Subject: SELECT LIST OF APPROVED CONSULTANTS

From: DIRECTOR OF CONSTRUCTION SERVICES

I Date: 19 July 1996 I Ref: CF/JW I 1 .O INTRODUCTION

1.1 The purpose of this report is to advise Committee on the steps proposed to be undertaken to obtain a Select List of Consultants approved to carry out construction related design works for North Lanarkshire Council. This process of producing this list will take some time to achieve but it is proposed to commence the process as soon as possible by publishing an advert in the Press inviting firms to apply for consideration for inclusion in the select list.

1.2 Consultants who are engaged to carry out work for and on behalf of North Lanarkshire Council will require to observe the Councils standing orders in relation to contracts and other procedures laid down by the Council.

2.0 SELECT LIST APPLICATION ARRANGEMENTS

2.1 A draft application form, which has to be completed by each applicant is included in Appendix A for consideration. It is appreciated that the form encompasses many facets of the work of the Council and may prove difficult for smaller firms. However, help will be available within the Department to advise any Contractor who wishes clarification on what is required of them.

2.2 On receipt of the completed application form the advice of the Director of Finance on the financial suitability of each firm, as defined in the information supplied by that firm, will be obtained. The suitability of the quality procedures and the safety procedures will be assessed, and where appropriate, further advice will be sought, but it is recommended that an unsatisfactory safety procedures will result in automatic disqualification for entry to the Select List, as will unsatisfactory technical ability.

2.3 In order not to have an adverse effect on the firms which are applying for inclusion, and which are not considered suitable, it is proposed that only firms recommended for inclusion in the Select List will be submitted to Committee, with those not recommended for inclusion being available for inspection by members within the Construction Services Department.

3 .O TENDER EVALUATION PROCEDURES

3.1 As the Committee will be aware under the Code of Procedures for Single State Selective Tendering under the JCT Contracts there are a number of alternatives permissible in the assessment and reporting of tenders received. It is recommended that alternative 1 be used in all of the contracts undertaken for the Council. This mechanism being the procedure utilised by the majority of predecessor Authorities and has been utilised in tender evaluation reports submitted to date. Under the procedures of alternative 1 any arithmetic errors which are discovered when checking the tender may be corrected with the unit rate as entered in the tender document being considered to be correct.

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6 August 1996 CONSTRUCTION SERVICES COMMITTEE

REPORT ON SELECT LIST OF APPROVED CONSULTANTS

3.2 In addition where a tender received is higher than the estimated cost then the following procedure will be adopted.

a) where the tender received is considered to still be value for money the Client Department will be contacted to see whether they wish to recommend the tender to Committee. This would normally be on the basis that the tender is the minimum specification which meets their requirements and the increased cost can be contained within the overall budget for their Department.

b) Where the increased cost cannot be absorbed then in conjunction with the Client Department an addendum bill of reductions will be drawn up and the lowest tenderers will be given an opportunity to price the bill of reductions to bring the project within the budget sums. These bills of reductions will be signed by the Contractors and form part of the tender documentation which will be reported to Committee.

RECOMMENDATION

The Committee is asked to approve:

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The placing of adverts for firms wishing to be included in the standing Select List of Consultants.

The draft application form.

The exclusion of firms with an unsatisfactory safety policy, technical ability or professional ability.

Only the submission to Committee of firms recommended for inclusion in the Select List of Consultants.

Limiting to a contract value of not exceeding &100,000.00, those firms which have not developed satisfactory quality procedures.

That the alternative 1 procedure contained in the JCT Code of Procedure for Single Stage Selective Tendering be utilised in all contract evaluation procedures.

The use of the addendum bill of reductions where this is required in order to contain projects within the approved expenditure.

Director of Construction Services

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NORTH LANARKSHIRE COUNCIL

DEPARTMENT OF CONSTRUCTION SERVICES

APPLICATION FOR ADMISSION TO THE LIST OF APPROVED CONSULTANTS

General information for all applicants

I. Ali information provided by applicants will be treated in confidence and will be used only to assess consultants for their suitability for the work categories for which they have applied. Failure to complete all sections of the application or to provide full information will result in a delay in processing the application or, may result in the application being rejected for inclusion in the approved list.

Each applicant will be advised as soon as possible regarding the result of the application

2. Three t e c h c a l references require to be provided to test@ to the general ability of the applicant to execute or, where necessary organise others to execute, the normal range of work. Where specialist expertise is required then additional references must be provided.

3 . All employees, who are required to carry out work for which a recognised qualification is necessary, must be able to exhibit the necessary certificates.

4. The Department reserves the right to carry out an inspection at any premises occupied by the consultants at any reasonable hour and all facilities should be provided to the members of North Lanarkshire Council who may be appointed to carry out this task.

5 . Applicants should provide any information they consider relevant to the application.

6 . Prior to the issue of Tender Documents for a particular project, a formal invitation to tender may be issued to Consultants appeanng on the approved list. The North Lanarkshire Council does not guarantee that inclusion of a Consultant on the Approved List will result in such a Consultant being included in a Tender List for a particular project.

7. On receiving adverse reports on work, financial stability or other relevant circumstances of any Consultant included in the Approved list, the North Lanarkshre Council reserve the right to take the necessary steps which may range from temporary exclusion from invitation to tender, to permanent removal from the approved list.

8. Applicants should advise if any documentation supplied with the application is to be returned after the assessment.

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COMPANY DETAILS

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9.

Name of Company. ...................................................................................

Business Address (must not be a domestic dwelling house) ................................................................................... ................................................................................... ................................................................................... Telephone ............................................................. F a .............................................................

Registered Oflice (If different from above) ................................................................................... ................................................................................... ...................................................................................

Registration No. under Companies Act

V.A.T. Registration No. .............................. Tax Exemption Certificate No. ..............................

............................... Date ..............................

Person applying on behalf of the firm

Position in Firm ...................................................................................

...................................................................................

Name of Company Secretary

Names of other Directors, Associates and Consultants ...................................................................................

...................................................................................

...................................................................................

................................................................................... Holding Company address ................................................................................... ................................................................................... ................................................................................... Would the holding Company be prepared to guarantee your performance as its subsidiary Delete as appropriate YES/ NO

Associated Companies ................................................................................... ................................................................................... ...................................................................................

Are you a sole trader, partnership, private limited company, public limited company or other? Please spec@. ...................................................................................

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9(i). Sole Trader Full Name(s) and address of proprietor ............................. ..............................

.................................................................... ....................................................... Telephone ...................................... FFiX ............. .... ....................

Date offormation or commencement oftrading : ......................

(ii) Partnership Full Name($ and home address of every partner ................................................................................... ................................................................................... ................................................................................... ................................................................................... ................................................................................... ................................................................................... Date offormation or commencement of trading : ......................

10. Has any person listed under any of the foregoing sections any interest whatsoever in any other firms or companies? (If so please give details.) Name Name of Firm ................................................................................... ................................................................................... ................................................................................... ................................................................................... ................................................................................... ...................................................................................

1 1. Has any director or other senior officer of the company been the subject of a sequestration order or been involved in a firm, in a similar capacity, which has been liquidated or gone into receivership? YESMO

12. Hash any director or other senior officer of the company been employed by any of the following authorities?: -

i Strathclyde Regional Council 11 Motherwell District Council iii Monklands District Council iv V Cumbernauld Development Corporation vi Strathkelvin District Council vii North Lanarkshire Council YESNO

Cumbemauld and Kilsyth District Council

13. Has any director or other senior officer of the company have a close relative who wadis employed by any of the following authorities?:-

i Strathclyde Regional Council 11 Motherwell District Council 111 Monklands District Council iv V Cumbemauld Development Corporation vi Strathkelvin District Council vii North Lanarkshire Council YESMO

... Cumbernauld and Kilsyth District Council

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14. Withm the last five years has any Councillor or employee of North Lanarkshlre Council received any payment for services rendered to your company?

YESMO

15. Where the answer to any question in this section is YES then full details MUST be provided.

16. Discipline(s)

aArchtect( ) d Building Surveyor ( ) g Planning Supervisor ( ) h Project Manager ( ) j. Electrical Eng. ( ) Other (please Speclfy)

b CiviYStructural Eng. ( ) e Landscape Architect ( )

c Quantity Surveyor ( ) f Estate Surveyor ( ) i. Mechanical Eng. ( )

...................................................................................

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PartnersAIirectors Arch. Civil Struct Quant. Build Land Estate Planning Project Mech

Professional Staff Techca l Staff

Adrmnistrative Staff Totals

Eng. Eng. Sum. Sum. Arch. Sum. Sup. Man. Eng.

OFFICE DETAILS

Elect Others Eng.

PLEASE COMPLETE A COPY OF THIS PAGE FOR THE OFFICE THAT YOU WISH TO BE REGISTERED.

1. Business Address ................................................................................... ................................................................................... ................................................................................... Telephone ............................................................. F a .............................................................

2. Names of Directors/partners based in this office.

Name ..................................................

................................................................................... ............................................................................

............................................................ .... ............................................................

.....................................................

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CURRENT AND RECENT COMMISSIONS

1. Please submit details of sigruficant current and completed commissions to illustrate services / specialism offered. Include any work carried out for public bodies i.e. Government, Local Authorities etc.

Fee values are required to ascertain the level of your involvement in each project. such information is treated in confidence. If your are unable to provide the fee value, please detail the degree of your involvement in the project.

Current Commissions

I I I I I I I I

Completed Commissions

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Professional Indemnity Insurance

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Is Professional Indemnity Insurance held for services offered? Yes( 1

Has such insurance cover ever been refused? Yes( 1

Please provide the following information under the terms of your cover

a. Name and Address of Insurers. ................................................................................... ................................................................................... ................................................................................... ................................................................................... ................................................................................... . . . . . . . . . . . . . . . . . . . . . b. Policy Number. C. Amount of indemnity for each and every claim. ..................... d. Amount of uninsured excess. e. Policy Expiry Date.

. . . . . . . . . . . . . . . . . . . . . ____________________-

Please confirm that your practice will meet and maintain the cover required. Yes( 1

Is there any exclusions from the cover. Yes( 1

If Yes, please give details. ................................................................................... ................................................................................... ................................................................................... ................................................................................... ...................................................................................

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FINANCIAL DETAILS

1. Name and address of bankers ................................................................................... ................................................................................... ...................................................................................

2. May the Council approach your banker for a reference on a strictly confidential basis? Yes( ) N o ( 1

3 . May the Council approach your accountant for a reference on a strictly confidential basis? If yes please give name address and telephone number below. Yes( ) No( ) ................................................................................... ................................................................................... .................................................................................. .Tel.. ...........................

5 . Turnover and profit/(loss) after tax over the last three financial years. Year one Year two Year three

Year ending .............................. .............................. ..............................

Profit/(loss)E .............................. .............................. .............................. Turnover f .............................. .............................. ..............................

6. A copy of the latest audited accounts must be submitted with this application.

7. An undertaking from the Ultimate Holding Company.

The following undertaking should be provided on the Ultimate Holding Company’s headed paper, and should be signed by one of its Directors.

“The full resources ofthe group both financial and technical, are, and will be, available to each and every member company of the group. I‘

8. Payment of Subcontractors and Suppliers.

In signing this form you are confirming that should you be awarded a contract by North Lanarkshire Council you will comply with its policy on prompt payment of subcontractors.

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RACE RELATIONS POLICY

1. Is it your policy as an employer to comply with your statutoxy obligations under the Race Relations Act 1976 and your practice not to treat one group of people less favourably than others because of their colour, race, nationality, or ethnic origin in relation to decisions to recruit, train, or promote employees?

Yes( 1 N o ( 1

2. In the last three years has any findings of unlawful racial &scrimination been made against your company by any Court or Tribunal?

Yes( N o ( 1

3. In the last three years has your organisation been the subject of a formal investigation by the Commission for Racial Equality on the grounds of alleged unlawhd discrimination?

Yes( No(

4. If the answer to question 2 or 3 is yes then please provide full details including a statement of any steps taken

5 . Is your policy on race set out:- (a) In instructions to those concerned with recruitment, training and promoting?

(b) In documents available to employees, recognised Trade Unions or other groups of Yes( ) N o (

employees? Yes( N o (

Yes( N o ( 1 (c) in recruitmentladvertisements or other literature?

6. Do you observe as far as possible the Commission for Racial Equality's Code of Practice for employment approved by parliament in 1983, which gives practical guidance to employers and others on the elimination of racial discrimination and the promotion of opportunity in employment, including steps that are taken to encourage members of ethnic minorities to apply for jobs or take up training opportunities?

Yes( 1 No(

Equal Omortunities To the best of your Knowledge and belief have you as an employer complied with all the statutory requirements in respect of ensuring equal opportunities in employment?

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Yes( N o (

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DECLARATION

W e accept that North Lanarkshue Council reserves the right to make final selection from the applications received.

W e accept that canvassing in any manner whatsoever will be justification for my/our exclusion from the Tender List.

W e confirm that if this application is successlid, Vwe will not@ the Director of Construction Services of any subsequent change in the information contained in this application.

NOTE:- INFORMATION SUPPLIED BY THE CONSULTANTS WILL BE TREATED IN THE STRICTEST CONFIDENCE BY NORTH LANARKSHIRE COUNCIL

NORTH LANARKSHIRE COUNCIL DOES NOT GUARANTEE THAT THE INCLUSION OF A CONSULTANTS IN THE APPROVED LIST WILL RESULT IN SUCH A CONSULTANTS BEING INCLUDED IN A TENDER LIST FOR A PARTICULAR / OR ANY PROJECT

I c e m that, to the best of my knowledge, the information given in this application is correct and that this Company will comply with the Conditions of Contract laid down by the NORTH LANARKSHIRE COUNCIL

Signature .......................................................................................................................

Designation ....................................................................................................................... Name .......................................................................................................................

Contractor's Name ....................................................................................................................... Date .......................................................................................................................

On copy of the completed Formal Application should be returned to :-

Director of Construction Services North Lanarkshire Council Philip Murray Road Bellshill ML4 3 J x

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