€¦ · web viewthe word limit includes all tables, screenshots, appendices and annexes...

Ightham Primary School, Sevenoaks

Response Document

1

PROVISION OF CATERING SERVICES

REFERENCE No: Catering Services

RESPONSE DOCUMENT

Tenderers must ensure that they have read and understood the requirements in all of the documents within the Invitation to Tender Documents, which comprise the Instructions to Tenderers (ITT), Contract Document and Response Document

before completing and submitting their tender.

Tenderers must complete and email their documentation in relation to this Tender, in accordance with the instructions contained within the ITT. Any queries or clarification

questions related to this tender must be via the e-mail address provided.

2

Please insert your organisation’s name and contact details in the spaces below.

NB: This page must be the front cover sheet of your submission.

Your contact details

Tenderer’s name:

Contact name for the procurement process:

Contact telephone No:

Email address:

CONTENTS OF THIS DOCUMENT

Stage 1 Qualification (Bid Forms)

Annex A Additional Information (Stage 1)Stage 2 Selection (Bid Forms)

Stage 2A Economic and Financial StandingAnnex B Additional Information Stage 2AStage 2B Technical and Professional AbilityAnnex C Additional Information Stage 2BStage 3 Award (Bid Forms)

Stage 3A PriceStage 3B QualityAppendix 1 Additional documents

Appendix 2 Tenderer’s Confidentiality

3

Guidance Notes: Provision of Additional Information

Additional information to support answers to Bid Form questions is required in one of three formats:-

Where requested, provide your response within the relevant question and response area/box accordingly.

If instructed to supply additional information within one of the Annexes, please ensure you cross reference clearly to the Bid Form question you are providing extra information against.

Further Guidance Notes:

When completing the Bid Forms, Tenderers must make sure that they answer what is being asked. Anything that is not directly relevant to the particular Bid Form should not be included. You are recommended to ensure that your response specifically addresses each part of a question. For example if the question refers to a section of the Specification containing multiple requirements your response should contain specific reference to each requirement accordingly.

You are requested, where appropriate and possible, to cross-refer to the Specification numbering scheme in your responses in order to simplify the evaluation of your Tender.

Please note that each Bid Form, where relevant, carries an appropriate maximum word limit stated next to each question. In the event that the response to a question exceeds the word limit specified, content beyond the word limit will be disregarded. The word limit includes all tables, screenshots, Appendices and Annexes submitted as part of responses to Bid Forms, however reasonable labelling on any diagrams is permitted outside of the word count limit. Where word count limits are not specified you are requested to ensure that responses are succinct and concise in order to help the Ightham Primary School award marks that properly reflect the strength of your response.

Tenderers should make sure that their answers inform not just what they will do, but how they will do it and what their proposed timescales are (as relevant). It is useful to give examples or provide evidence to support your responses. Wherever possible Tenderers should also demonstrate how they will go further than what is being asked for, to add value, as per Table D within Appendix 1 (Evaluation Criteria) of the Instructions to Tenderers.

4

Ightham Primary School, SevenoaksCATERING SERVICES

IGHTHAM PRIMARY SCHOOL, SEVENOAKS

TENDER RESPONSE DOCUMENT

Please insert your organisation’s details in the spaces below.

Full name of organisation tendering (or of organisation acting as Prime Contractor or as Lead Supplier where a Consortium tender is being submitted)

Company / Organisation Name:

Address:Postcode:Telephone Number:Email Address:Website:

Registered Office Details (if different from above)Address:Postcode:Telephone Number:Email Address:Website:

VAT Registration Number:Company or Charity Registration Number (limited Companies only):Name of immediate parent company:Name of ultimate parent company:

Contract Management

Name of the Proposed Contractor’s Authorised Representative:Job Title:Postal Address:Telephone Number:Email Address:

Accounts Payable to (if different from above):

Postal Address:Telephone Number:Email Address:

5

STAGE 1 QUALIFICATION

Bid Forms 1 to 3 must be completed as part of the Ightham Primary School’s Stage 1 - Qualification criteria assessment.

This Qualification assessment is used to determine whether Tenderers qualify to Stage 2 of the evaluation, which is the Selection stage.

Stage 1 – Qualification is a binary assessment (i.e. Pass/Fail). Therefore, any Tenderer that does not satisfy any of these mandatory requirements will be deemed to have submitted a non-compliant Tender and will not proceed to Stage 2 - Selection of the tender evaluation.

BID FORM 1

Bona Fide Tender Form

To IGHTHAM PRIMARY SCHOOL (hereinafter called "IGHTHAM PRIMARY School").

I/We the undersigned, hereby offer and agree on the acceptance of this tender or any part thereof by the Ightham Primary School to supply to the Ightham Primary School in accordance with the terms of this tender and the annexed conditions of the Contract the Services or materials hereinafter in the attached Specification and/or Tender Response Document named and of the quality or kind and at the rate or Price therein specified.

PLEASE INSERT RESPONSE:

Name of Tenderer: _________________________________________________

Signed by Name: _________________________________________________

Signed: [Tenderer to Insert Electronic Signature Here]_________________________

Capacity: _____________________________________________________________

Address ______________________________________________________________

______________________________________________________________

Telephone No. _________________________________________________________

Fax No. _______________________________________________________________

Email address __________________________________________________________

Dated this __________________________ day of ______________________ 20 ____

Witnessed by Name: ____________________________________________________(if required by Tenderer)

Signed: {Tenderer to Insert Electronic Signature Here}

Capacity: _____________________________________________________________

6

Dated this ___________________________ day of _____________________ 20 ____

Pass/Fail

7

BID FORM 2

Statement of Good StandingGrounds for exclusion and their respective criteria are set out below.

1. Grounds for Mandatory Exclusion You will be excluded from the procurement process if there is evidence of convictions relating to specific criminal offences including, but not limited to, bribery, corruption, conspiracy, terrorism, fraud and money laundering, or if you have been the subject of a binding legal decision which found a breach of legal obligations to pay tax or social security obligations (except where this is disproportionate e.g. only minor amounts involved).

If you have answered “Yes” to question 1.2 on the non-payment of taxes or social security contributions, and have not paid or entered into a binding arrangement to pay the full amount, you may still avoid exclusion if only minor tax or social security contributions are unpaid or if you have not yet had time to fulfil your obligations since learning of the exact amount due. If your organisation is in that position please provide details in Annex A.

1.1 Within the past five years, has your Organisation (or any other Relevant Organisation, if applicable), directors or partner or any other person who has powers of representation, decision or control been convicted of any of the following offences?

ResponseIndicate a ‘Yes’ or a ‘No’ (as applicable

below)

(a) conspiracy within the meaning of section 1 or 1A of the Criminal Law Act 1977 or article 9 or 9A of the Criminal Attempts and Conspiracy (Northern Ireland) Order 1983 where that conspiracy relates to participation in a criminal organisation as defined in Article 2 of Ightham Primary School Framework Decision 2008/841/JHA on the fight against organised crime;

Yes No

(b) corruption within the meaning of section 1(2) of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906;

Yes No

(c) the common law offence of bribery; Yes No (d) bribery within the meaning of sections 1, 2 or 6 of the

Bribery Act 2010, or section 113 of the Representation of the People Act 1983;

Yes No

(e) any of the following offences, where the offence relates to fraud affecting the European Communities’ financial interests as defined by Article 1 of the Convention on the protection of the financial interests of the European Communities:—

(i) the common law offence of cheating the Revenue; Yes No (ii) the common law offence of conspiracy to defraud; Yes No (iii) fraud or theft within the meaning of the Theft Act 1968,

the Theft Act (Northern Ireland) 1969, the Theft Act 1978 or the Theft (Northern Ireland) Order 1978;

Yes No

(iv) fraudulent trading within the meaning of section 458 of the Companies Act 1985, article 451 of the Companies (Northern Ireland) Order 1986 or section 993 of the Companies Act 2006;

Yes No

(v) fraudulent evasion within the meaning of section 170 of the Customs and Excise Management Act 1979 or section 72 of the Value Added Tax Act 1994;

Yes No

8

(vi) an offence in connection with taxation in the European Union within the meaning of section 71 of the Criminal Justice Act 1993;

Yes No

(vii) destroying, defacing or concealing of documents or procuring the execution of a valuable security within the meaning of section 20 of the Theft Act 1968 or section 19 of the Theft Act (Northern Ireland) 1969;

Yes No

(viii) fraud within the meaning of section 2, 3 or 4 of the Fraud Act 2006; or Yes No

(ix) the possession of articles for use in frauds within the meaning of section 6 of the Fraud Act 2006, or the making, adapting, supplying or offering to supply articles for use in frauds within the meaning of section 7 of that Act;

Yes No

9

(1.1 - Continued):-

Within the past five years, has your Organisation (or any other Relevant Organisation, if applicable), directors or partner or any other person who has powers of representation, decision or control been convicted of any of the following offences?

ResponseIndicate a ‘Yes’ or a ‘No’ (as applicable

below)

(f) any offence listed—(i) in section 41 of the Counter Terrorism Act 2008; or Yes No (ii) in Schedule 2 to that Act where the court has

determined that there is a terrorist connection; Yes No (g) any offence under sections 44 to 46 of the Serious Crime Act

2007 which relates to an offence covered by subparagraph (f);

Yes No

(h) money laundering within the meaning of sections 340(11) and 415 of the Proceeds of Crime Act 2002; Yes No

(i) an offence in connection with the proceeds of criminal conduct within the meaning of section 93A, 93B or 93C of the Criminal Justice Act 1988 or article 45, 46 or 47 of the Proceeds of Crime (Northern Ireland) Order 1996;

Yes No

(j) an offence under section 4 of the Asylum and Immigration (Treatment of Claimants, etc.) Act 2004; Yes No

(k) an offence under section 59A of the Sexual Offences Act 2003; Yes No

(l) an offence under section 71 of the Coroners and Justice Act 2009; Yes No

(m) an offence in connection with the proceeds of drug trafficking within the meaning of section 49, 50 or 51 of the Drug Trafficking Act 1994; or

Yes No

(n) any other offence within the meaning of Article 57(1) of the Public Contracts Directive—

(i) as defined by the law of any jurisdiction outside England and Wales and Northern Ireland; or Yes No

(ii) created, after the day on which these Regulations were made, in the law of England and Wales or Northern Ireland.

Yes No

1.2 Non-payment of taxesHas it been established by a judicial or administrative decision having final and binding effect in accordance with the legal provisions of any part of the United Kingdom or the legal provisions of the country in which your organisation is established (if outside the UK), that your organisation is in breach of obligations related to the payment of tax or social security contributions?

If you have answered “Yes” to this question (i.e. currently in breach of the aforementioned obligations) please use Annex A to provide further details including to confirm whether you have paid, or have entered into a binding arrangement with a view to paying, including, where applicable, any accrued interest and/or fines?

Yes No

10

Pass/Fail

11

2. Grounds for Discretionary ExclusionThe Ightham Primary School may exclude any Supplier who answers ‘Yes’ in any of the following situations set out in paragraphs (a) to (i).

2.1 Within the past 3 years, please indicate if any of the following situations have applied, or currently apply, to your Organisation, or any other Relevant Organisation?

ResponseIndicate a ‘Yes’

or a ‘No’ (as applicable below)

(a) has violated applicable obligations referred to in regulation 56(2) of the Public Contracts Regulations 2015 in the fields of environmental, social and labour law established by EU law, national law, collective agreements or by the international environmental, social and labour law provisions listed in Annex X to the Public Contracts Directive as amended from time to time;

Yes No

(b) is bankrupt or is the subject of insolvency or winding-up proceedings, where its assets are being administered by a liquidator or by the court, where it is in an arrangement with creditors, where its business activities are suspended or it is in any analogous situation arising from a similar procedure under the laws and regulations of any State;

Yes No

(c) guilty of grave professional misconduct, which renders its integrity questionable;

Yes No

(d) has entered into agreements with other economic operators aimed at distorting competition;

Yes No

(e) has a conflict of interest within the meaning of regulation 24 of the Public Contracts Regulations 2015 that cannot be effectively remedied by other, less intrusive, measures;

Yes No

(f) the prior involvement of your organisation in the preparation of the procurement procedure has resulted in a distortion of competition, as referred to in regulation 41, that cannot be remedied by other, less intrusive, measures;

Yes No

(g) has shown significant or persistent deficiencies in the performance of a substantive requirement under a prior public contract, a prior contract with a contracting entity, or a prior concession contract, which led to early termination of that prior contract, damages or other comparable sanctions;

Yes No

(h) the organisation has—(i) been guilty of serious misrepresentation in supplying the

information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria; or

(ii) withheld such information or is not able to submit supporting documents required under regulation 59 of the Public Contracts Regulations 2015; or

Yes No

Yes No

(i) (i) the organisation has undertaken to—

(aa) unduly influence the decision-making process of the Yes No

12

contracting authority; or(bb) obtain confidential information that may confer upon

your organisation undue advantages in the procurement procedure; or

(iii) negligently provided misleading information that may have a material influence on decisions concerning exclusion, selection or award.

Yes No

Yes No

Pass/Fail (at the Ightham Primary School’s discretion)

We confirm that, to the best of our knowledge, the Organisation named below (and any other Relevant Organisation) is not in breach of the aforementioned provisions.


Name of Tenderer: ________________________________________________

Signed by Name: ________________________________________________

Signed: [Tenderer to Insert Electronic Signature Here]________________________

Capacity: ____________________________________________________________

Dated this _________________________ day of ______________________ 20 ____

Witnessed by Name: ___________________________________________________(if required by Tenderer)


Capacity: ____________________________________________________________

Dated this __________________________ day of _____________________ 20 ____

13

BID FORM 3

Non Collusive Tendering Certificate

In this certificate, the word “person” includes any individual, partnership, local authority or incorporated or unincorporated body, and the phrase “any agreement or arrangement” includes any such transaction, formal or informal, and whether legally binding or not.

1. We certify that this tender is made in good faith and that we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. We also certify that we have not and we undertake that we will not before the award of the Contract:

i) communicate to any person the amount or approximate amount of our tender or proposed tender, except where the disclosure (in confidence) of the approximate amount of the tender was necessary to obtain insurance premium quotations required for the preparation of the tender;

ii) enter into any agreement or arrangement with any person that they shall refrain from tendering, that they shall withdraw any tender once offered or vary the amount of any tender to be submitted;

iii) pay, give or offer to pay or give any sum of money or other valuable consideration, directly or indirectly, to any person for doing or having done or causing or having caused to be done in relation to any tender or proposed tender for the Services, any act or thing of the sort described in i) or ii) above.

2. We further certify that the principles described in paragraph 1 have been, or will be, brought to the attention of all sub-contractors, suppliers and associated companies providing services or materials connected with the tender and any Contract entered into with such sub-contractors, suppliers or associated companies will be made on the basis of compliance with the above principles by all parties.


Name of Tenderer: _______________________________________________

Signed by Name: _______________________________________________

Signed: [Tenderer to Insert Electronic Signature Here]________________________

Capacity: ____________________________________________________________

Dated this _________________________ day of ______________________ 20 ____

Witnessed by Name: __________________________________________________(if required by Tenderer)


Capacity: ____________________________________________________________

Dated this __________________________ day of _____________________ 20 ____

Pass/Fail

14

ANNEX A

ADDITIONAL INFORMATION STAGE 1

Conflicts of InterestIn accordance with question 2.1 (e), the Ightham Primary School may exclude the Tenderer if there is a conflict of interest which cannot be effectively remedied. The concept of a conflict of interest includes any situation where relevant staff members have, directly or indirectly, a financial, economic or other personal interest which might be perceived to compromise their impartiality and independence in the context of the procurement procedure.

Where there is any indication that a conflict of interest exists or may arise then it is the responsibility of the Tenderer to inform the Ightham Primary School, detailing the conflict in Annex A. Provided that it has been carried out in a transparent manner, routine pre-procurement market engagement carried out by the Ightham Primary School should not represent a conflict of interest for the Tenderer.

Taking Account of Tenderers Past PerformanceIn accordance with question 2.1 (g), the Ightham Primary School may assess the past performance of a Tenderer (through a Certificate of Performance provided by a Customer or other means of evidence). The Ightham Primary School may take into account any failure to discharge obligations under the previous principal relevant contracts of the Tenderer completing this tender. The Ightham Primary School may also assess whether specified minimum standards for reliability for such contracts are met.

In addition, the Ightham Primary School may re-assess reliability based on past performance at key stages in the procurement process (i.e. qualification, selection and the award criteria). Tenderers may also be asked to update the evidence they provide in this section to reflect more recent performance on new or existing contracts (or to confirm that nothing has changed).

Self-cleaning Any Tenderer that answers ‘Yes’ to questions 1.1, 1.2 and 2.1 should provide sufficient evidence Annex A. Your evidence should provide a summary of the circumstances and any remedial action that has taken place subsequently and effectively “self-cleans” the situation referred to in that question. The Tenderer has to demonstrate it has taken such remedial action, to the satisfaction of the Ightham Primary School in each case.

If such evidence is considered by the Ightham Primary School (whose decision will be final) as sufficient, the Organisation or any other Relevant Organisation concerned shall be allowed to continue in the procurement process.

In order for the evidence referred to above to be sufficient, the Tenderer shall, as a minimum, prove that it has:-

paid or undertaken to pay compensation in respect of any damage caused by the criminal offence or misconduct;

clarified the facts and circumstances in a comprehensive manner by actively collaborating with the investigating authorities; and

taken concrete technical, organisational and personnel measures that are appropriate to prevent further criminal offences or misconduct.

The measures taken by the Tenderer shall be evaluated taking into account the gravity and particular circumstances of the criminal offence or misconduct. Where the measures are considered by the Ightham Primary School to be insufficient, the Tenderer shall be given a statement of the reasons for that decision.

15

Please insert response clearly heading with the Question reference:

1.1 - Extra Information Response:

1.2 - Extra Information Response:

2.1 (e) - Conflict of Interest Extra Information:

17

STAGE 2 - SELECTION

Bid Forms 4 – 12 must be completed; these are primarily mandatory requirements (i.e. Pass/Fail) and any Tenderer that does not satisfy any of these requirements will be deemed to have submitted a non-compliant Tender and will not proceed to Stage 3 - Award of the tender evaluation.

Stage 2 – Selection is used to determine whether Tenderers are capable of fulfilling the Ightham Primary School’s requirements and whether these mandatory requirements against the selection criteria can be met. Tenderers which have proceeded to this stage of the assessment will be assessed on their Economic and Financial standing, along with their Technical and Professional ability.

Only Tenderers which are successful at this stage will proceed to Stage 3 of the evaluation i.e. Award. These Tenderers will then be evaluated against the pre-determined award criteria set out in Appendix 1 – Table B of the ITT.

Stage 2A – Economic and Financial Standing

General Information – Non Scored

Bid Form 4 is for general information only and does not form part of the overall tender evaluation.

BID FORM 4

4.1 - Organisation Details


VAT Registration Number:

Type of Organisation: (Please delete as applicable below)

a) a public limited company;b) a limited company;c) a limited liability partnership;d) a partnership;e) a sole proprietor;f) charity or not for profit organisation;g) Other (e.g. non-UK formed Organisations).

Non Scored

4.2 - Organisation DetailsPlease indicate if you are one of the following:

(Please delete as applicable)a) Voluntary Community and Social Enterprise (VCSE);b) Small and Medium Enterprise (SME); c) Sheltered Workshop;d) Public Service Mutual.

See EU definition of SME: http://ec.europa.eu/growth/smes/business-friendly-18

environment/sme-definition/index_en.htm

Non Scored

4.3 - Consortia and Sub-Contracting (please answer ‘Yes’ in one of the following questions below)

a) Your Organisation is tendering alone and will provide the Services required?

PLEASE INSERT RESPONSE: Yes No N/A (Please mark check box as applicable)

b) Your Organisation is tendering as role of Prime Contractor and intends to use third parties to provide some Services?

Please note: if you are using Significant Subcontractors please also complete Annex B (at the end of Stage 2A).


c) Your Organisation is a Consortium. If ‘Yes’ please also include the name of the Consortium?

Please note: if you answer ‘Yes’ please also complete Annex B (at the end of Stage 2A)


Non Scored

4.4 - Licensing and RegistrationRegistration with a professional body, if applicable, is your business registered with the appropriate trade or professional register(s) in the EU member state where it is established (as set out in Annex XI of directive 2014/24/EU) under the conditions laid down by that member state?


Is it a legal requirement in the State where you are established for you to be licensed or a member of a relevant organisation in order to provide the requirement in this procurement?


If ‘Yes’ please provide details of what is required and confirm that you have complied

19

with this?

Non Scored

4.5 - Bankers ReferenceAre the Bank willing to provide a Bankers Reference if required?

PLEASE INSERT RESPONSE: Yes No (Please mark check box as applicable)

Name and Address of Bank:

Non Scored

4.6 - Please enclose a copy of the Certificate of Incorporation and any Certificate of Change of Name.

Certificate of Incorporation (if relevant)

Enclosed Yes No N/A (Please mark check box as applicable)

Certificate of Change of Name (if relevant)

Enclosed Yes No N/A (Please mark check box as applicable)

Non Scored

4.7 - Ultimate holding company (Limited Companies Only)If the Organisation is a member of a group of companies, please give the names and registered numbers of the ultimate holding company and all other subsidiaries.

Name of ultimate holding company:

Company Registration No. of holding company:

Non Scored

4.8 - Subsidiary Companies (Limited Companies Only)(Please list all subsidiary companies)

Name of company Registration No. of company

Non Scored

20

4.9 - Organisation Structure Chart (Limited Companies Only)Please enclose an Organisation Structure Chart showing all companies within the

Group.

Enclosed: Yes No (Please mark check box as applicable)

Non Scored

.

4.10 - Registration under the Industrial and Provident Societies Act 1965 to 1978

Please state date of registration and registration number if your Organisation is registered under the Industrial and Provident Societies Act 1965 to 1978

Registration Number:

Date of Registration:

Non Scored

21

4.11 - Charities or Housing Association Registration number and body (if applicable)

Charities or Housing Association or other registration number:

Please specify registering body:

Date of Registration:

N/A

Non Scored

4.12 - Organisation’s registration (Non-UK Registered Organisations Only)Please enclose details of your Organisation’s registration.

Enclosed: Yes No N/A (Please mark check box as applicable)

Non Scored

4.13 - Legal Status of PartnershipPlease confirm the legal status of the Partnership.


Non Scored

4.14 - Proprietor / Partnership details (Partnerships and Sole Proprietors Only)

Please provide details of the home address of the Proprietor and all Partners. Please provide details of when the business commenced trading.


Non Scored

4.15 - Overall management of the OrganisationPlease list the full names of the Proprietor, every Director, Partner, Associate and Company Secretary or any Officer who is responsible for the overall management of the Organisation.


Non Scored

4.16 - Relationship to Ightham Primary School Officers etc.Please give details of any Proprietor, Director, Partner, Officer or Associate who is employed by the Ightham Primary School or has been employed by the Ightham Primary School OR have a relative(s) who is a Ightham Primary School or is employed by the Ightham Primary School at a senior level, which could be regarded as a conflict of interest. Details should include names, positions and dates of employment below.

22

Ightham Primary School Name Position/

Explanation Dates

Non Scored

23

BID FORM 5

Financial StandingTenderers shall note that the Ightham Primary School will carry out financial appraisals in order to ensure that Tenderers satisfy the Ightham Primary School that their financial status is sufficient for the risks of the particular Contract and are capable of supporting the Service to be provided. This assessment is conducted using the Dun and Bradstreet System and analysis of the last two years’ accounts, audited or independently examined as required, weighted 60:30:10 with the most recent year carrying the highest weighting and the oldest year the lowest weighting. The Dun and Bradstreet review takes into consideration the turnover, profit and loss, assets and liabilities etc. to produce an organisation’s overall failure score.

If the most recent balance sheet is more than 10 (ten) months out of date, the Tenderer will be required to submit a copy of the Chairman’s or Partner’s half yearly statement (if available) and a statement signed by the Director or Partner responsible for financial matters setting out any known significant changes in the current financial position from the last available balance sheet.

Tenderers should ensure that their financial accounts are up to date and have been submitted to Companies House. You can check your business financial rating by contacting Dun & Bradstreet via the link to the enquiry form on their website: http://www.dnb.co.uk/contact/ask-us or telephone 0800 001 234.

Tenderers who do not have two (2) years sets of accounts, will be asked for alternative evidence of financial status and/or other guarantees that help demonstrate their current and ongoing financial viability. In the event that insufficient information is provided, the Ightham Primary School reserves the right to request additional information to assess the organisation’s financial capability.

If the financial assessment is to be based on the parent company/group, the Tenderer should also include the relevant parent company/group audited accounts for the two (2) most recent financial years available. In some situations the parent company, ultimate holding company or group information may appropriately supplement the information for a Relevant Organisation. Such scenario may arise where the ultimate holding company is the equity provider; or the parent company providing guarantees. Alternatively it may be that a Tenderer cannot meet the Turnover Threshold or satisfy other financial requirements in which case they will rely on their parent company. Note: If the assessment is to be based on the parent company/group, the Tenderer will need to demonstrate that the parent company/group will further participate in the process through letters of support.

By submitting this tender the Tenderer authorises the Ightham Primary School to undertake any financial checks that it deems relevant to ascertain the financial status of the Tenderer and its principals.

Based on the assessments and any additional financial analysis deemed necessary, any organisation that is deemed unsuitable will not be evaluated further.

24

Please insert your Annual Turnover for the latest financial period. £Please supply a copy of the previous two (2) years full accounts of the Tendering organisation (including the Directors Reports, Auditors or Reporting Accountants report, Profit & Loss Accounts, Balance Sheet, Cash Flows Statements, and all notes to the accounts as appropriate.

Accounts included? Yes No

If ‘No’ please state reason

Are you required to submit financial details to Companies House?

Yes No

Tenderer has not been trading for two (2) years and is therefore unable to provide the previous two (2) years’ fully audited accounts?

The information provided could include but not be limited to; accounts (audited or otherwise), business plan, bank or other financial letters of support, franchise letters of support or guarantees

Yes No

If ‘Yes’ please provide alternative financial information, including a current financial position statement/accounts and any forecast plans.

Please list what information you have supplied below:

Used as part of the overall Pass/Fail Financial Standing Assessment above

Is the most recent balance sheet more than 10 months out of date? Yes No

Statement Attached Yes No Accounting StandardProvide a statement as at the last reporting date, of any contingent liability or loss (where not otherwise reported) that would require disclosure in accordance with International Accounting Standard 10.

RESPONSE (If appropriate):


Parent Company Guarantee

Name of Parent Company Offering Guarantee:Please insert the Parent Company’s Annual Turnover for the latest financial period.

£

Please supply a copy of the previous two (2) years’ full accounts of the Parent Company. (Including the Directors Reports, Auditors or Reporting

Accounts included?

Yes No

25

Accountants Report, Profit and Loss Accounts, Balance Sheets, Cash Flow Statements and all notes to the accounts).

If ‘No’ please provide reason:

Is the Parent Company required to submit financial details to Companies House?

Yes No

Has the Parent Company been trading for less than two (2) years and are therefore unable to provide the previous two (2) years’ accounts?

Yes No

If ‘Yes’ please provide alternative financial information, including a current financial position statement/accounts and any forecast plans.

Please list what information you have supplied below:

Is the most recent balance sheet more than 10 months out of date?

Yes No

Statement Attached Yes No

Accounting StandardFor the Parent Company, provide a statement as at the last reporting date, of any contingent liability or loss (where not otherwise reported) that would require disclosure in accordance with International Accounting Standard 10.

Please provide details:


26

BID FORM 6

Other Financial InformationPlease confirm a yes or no to the following other financial questions and provide any relevant details within Annex Bid Form 6 below.

ResponseIndicate a ‘Yes’ or

a ‘No’ (as applicable below)

6.1 - Payment of InvoicesThe Ightham Primary School only pays suppliers through BACS. Please confirm that your organisation can accept payment of invoices direct into your bank account (BACS).

Yes No

Pass/Fail6.2 - Liquidation or ReceivershipHas the Proprietor or any of the Directors, Partners, Officers or Associates been involved in any organisation that has been liquidated or gone into receivership? If so please give details.

Yes No

6.3 - Convictions under the Companies ActDoes the Proprietor or any of the Directors, Partners, Officers or Associates have any convictions under the Companies Act? Yes No

6.4 - County Court JudgementsHas the Organisation, Proprietor or any of the Directors, Partners, Officers or Associates had a County Court Judgement registered against them in the last six (6) years?

Yes No

6.5 - Outstanding ClaimsPlease give details of any outstanding claims of litigation against the Organisation that may affect its financial standing. Yes No

6.6 - Liquidated and Ascertained DamagesPlease provide details if your Organisation has suffered a deduction for liquidated and ascertained damages in respect of any contract similar in nature to the Specification within the last two (2) years that may affect your financial standing.

Yes No

6.7 - Contract DeterminationPlease provide details if your Organisation has had a contract determined either in whole or in part under the terms of the contract within the last 3 years for non-performance; breach of contract; actions under the Prevention of Corruption Acts 1889 to 1916 and the Bribery Act 2010?

Yes No

6.8 - E Invoicing Please state if you are able to supply invoices in an electronic format. If ‘Yes’ please provide details. Yes No

Pass/Fail (at the Ightham Primary School’s discretion)Non-Scored

ANNEX - BID FORM 6ADDITIONAL INFORMATION BID FORM 6

PLEASE INSERT RESPONSE CLEARLY HEADING WITH THE QUESTION REFERENCE:

27

BID FORM 7

Insurance Please note that the Ightham Primary School requires a minimum for each and every occurrence and not in the aggregate of:

Employer’s Liability Insurance for this Contract: £10,000,000 Public Liability Insurance cover for this Contract: £5,000,000 Product Liability Insurance cover for this Contract: £5,000,000

The Ightham Primary School reserves the right to exclude any tender where the above mandatory requirements are not met.

Any caps on the Consultant’s liability must exceed all of the Ightham Primary School’s minimum levels of insurance required for this Contract.

The Ightham Primary School does not require proof of your insurance cover at this stage. Please note that the successful Tenderer will be required to provide copies of each insurance certificate respectively, prior to entering into a formal Contract with the Ightham Primary School.

Confirmation/Commitment of Insurance Please self-certify whether you already have, or can commit to obtain, prior to the commencement of the Contract, the requisite levels of insurance cover indicated below:


(Please mark check box as applicable below)

Employer’s Liability Insurance £10,000,000: Yes No

If ‘No’ please provide details

Public Liability Insurance £5,000,000: Yes No

If ‘No’ please provide details:

Product Liability Insurance £5,000,000: Yes No

If ‘No’ please provide details:

Pass/Fail

28

ANNEX B

ADDITIONAL INFORMATION STAGE 2A

Sub-Contracting composition of Supply ChainPlease confirm the percentage of work you intend to Sub- Contract to any Significant Sub-Consultants, detailing each Significant Sub-Contract, the percentage of work they will undertake and a brief description of the work they will deliver.

Significant Sub-Consultant Name

Summary of work to be delivered

% of the minimum Annual Value of the

Contract1:2:3:

Please give details of each Significant Sub-Consultant’s Registered Office (Copy/paste table as required):-

Reference No./Name in table above:

Address:Post Code:Telephone Number: Fax Number: E-mail Address:Website Address:Company Registration Number:

Details of the ConsortiumPlease specify the services that each Organisation will deliver and its position in the Consortium or group.

Organisation Name

Summary of work to be delivered

Status of Organisation:a) Member of

Consortiumb) Significant Sub-

Consultantc) Other (please

expand)

% of the minimum Annual Value of

the Contract

1:2:3:

Please be accurate and detailed about:- The intended contractual and legal relationships between Consortium members Where the identity of a Consortium member is not known (because for example, a

procurement process would be held) please set out the methodology and your evaluation criteria for selecting the appropriate player.


29

Please give details of the Registered Office for each member of the Consortium (Copy/paste table as required):-

Reference No./Name in table above:

Address:Post Code:Telephone Number: Fax Number: E-mail Address:Website Address:Company Registration Number:

30

Stage 2B – Technical and Professional Ability

The Ightham Primary School will use this part of the evaluation to assess its requirements in respect of the Tenderer’s Technical and Professional Ability. This will ensure that Tenderers possess the necessary human and technical resources and experience to perform the Contract to an appropriate quality standard.

BID FORM 8

Equality, Environmental & Health and Safety, and Data ProtectionBid Form 8 to be completed by each Relevant Organisation as defined; (Copy/paste questions as required)

The Ightham Primary School like other local authorities, has a duty under all Equalities legislation to ensure that its functions are carried out with due regard to the need to eliminate unlawful discrimination and to promote equality of opportunity and good relations between persons of different groups.

In order for local authorities to ensure that this duty is fulfilled in respect of the entering into contracts, the law allows certain specific questions to be asked of Tenderers. If the response is such that the Ightham Primary School has reasonable grounds to believe that the Equalities legislation is not being complied with, then this would be a legitimate reason in law not to contract with the person concerned.

The Ightham Primary School’s commitment to Health and Safety does not apply to just potential Tenderers and or the tender period, but for the duration of the Contract. It is expected that the successful Tenderer will also have that level of commitment over the Contract Period and the Ightham Primary School may request information to confirm this at any time.

Equality, Environmental, Health and Safety and Data ProtectionPlease confirm a yes or no to the following other financial questions

ResponseIndicate a ‘Yes’

or a ‘No’ (as applicable below)

8.1 - Equalities ComplianceFor organisations working outside the UK please refer to equivalent legislation in the country that you are located.

(a)Can you confirm (self-certify) that your organisation complies with Equality legislation:-

(b)In the last two (2) years, has any finding of unlawful discrimination been made against your organisation by an Employment Tribunal, an Employment Appeal Tribunal or any other court (or in comparable proceedings in jurisdiction other than the UK)?

(c) In the last two (2) years, has your organisation had a complaint upheld following an investigation by the Equality and Human Rights Commission or its predecessors (or a comparable body in any jurisdiction other than the UK), on grounds or alleged unlawful discrimination?

If you have answered “ Yes ” to one or both of the above questions, please provide, a summary of the nature of the investigation and an explanation of the outcome of the investigation to date in Annex C

Yes No

Yes No

Yes No

31

(at the end of Stage 2B).

If the investigation upheld the complaint against your organisation, please use the Appendix to explain what action (if any) you have taken to prevent unlawful discrimination from reoccurring.

You may be excluded if you are unable to demonstrate to the Ightham Primary School’s satisfaction that appropriate remedial action has been taken to prevent similar unlawful discrimination reoccurring. (d)If you use Sub-contractors, do you have processes in

place to check whether any of the above circumstances apply to these other organisations?

Yes No

8.2 - Environmental Legislation

(a)Has your organisation been convicted of breaching environmental legislation, or had any notice served upon it, in the last three (3) years by any environmental regulator or authority (including local authority)?

If your answer to this question is “ Yes ”, please provide details in Annex C (at the end of Stage 2B) of the conviction or notice and details of any remedial action or changes you have made as a result of conviction or notices served.

The Ightham Primary School will not select Tenderers that have been prosecuted or served notice under environmental legislation in the last 3 years; unless the Ightham Primary School is satisfied that appropriate remedial action has been taken to prevent future occurrences/breaches.

(b)If you use sub-contractors, do you have processes in place to check whether any of these organisations have been convicted or had a notice served upon them for infringement of environmental legislation?

Yes No

Yes No

8.3 - Health and Safety Legislation

(a)Please self-certify that your organisation has a Health and Safety Policy that complies with current legislative requirements?

(b)Has your organisation or any of its Directors or Executive Officers been in receipt of enforcement/remedial orders in relation to the Health and Safety Executive (or equivalent body) in the last 3 years?

If your answer to this question was “ Yes ”, please provide details Annex C (at the end of Stage 2B) of any enforcement/remedial orders served and give details of any remedial action or changes to procedures you have made as a result. The Ightham Primary School will exclude Tenderers that have been

Yes No

Yes No

32

in receipt of enforcement/remedial action orders unless the Tenderers can demonstrate to the Ightham Primary School’s satisfaction that appropriate remedial action has been taken to prevent future occurrences or breaches.

(c) If you use sub-contractors, do you have processes in place to check whether any of the above circumstances apply to these other organisations?

Yes No

8.4 – Data ProtectionPlease confirm that your organisation does NOT intend to transfer Personal Data to a country outside the European Economic Area (EEA) in the course of providing the Services under the Contract, in compliance with Clause 25.

a) I confirm that I DO NOT intend to transfer data outside the EEA

b) I DO intend to transfer data outside the EEA

If you have answered Yes to b) please give an explanation for why it is necessary to transfer Personal Data to a country outside the European Economic Area in the course of providing the Services. Please note that the Ightham Primary School reserves the right to reject your bid, if your organisation does intend to transfer Personal Data to a country outside the European Economic Area in the course of providing the Services under the Contract, in compliance with Clause 25

Explanation:

Yes No

Yes No

Pass/Fail (at the Ightham Primary School’s discretion)

33

BID FORM 9

CRC or DBS Compliance

9.1 - Criminal Records Checks (CRC) or Disclosure and Barring Service (DBS) and Safeguarding - Compliance

Please see guidance in paragraph 4.14 (Safeguarding in Employment) of the ITT document and Clause 9 (Safeguarding) and Schedule 11 (Safeguarding Policy) of the Contract.

Please confirm that you will comply with Clause 9 and Schedule 11 and that your tender includes the cost of all DBS checks.


Pass/Fail

9.2 - Criminal Records or Disclosure and Barring Service (DBS) and Safeguarding – Method

Please see guidance in paragraph 4.14 (Safeguarding in Employment) of the ITT document. Please confirm which method you will be using for the advice, processing and storage of DBS Disclosures in accordance with Clause 9 (Safeguarding) and Schedule 11 (Safeguarding Policy) of the Contract.


1. By the Contractor directly:

Yes No (Please mark check box as applicable)

Registered Body Name:

Registered Body Number:

2. Ightham Primary School DBS Umbrella Body (Note 1 in Schedule 11):


3. External Umbrella Body:


Registered Body Name:

Registered Body Number:

Pass/Fail

34

BID FORM 10

TUPE and PensionsIn completing Bid Form 10, Tenderers should be mindful of the section relating to TUPE (Transfer of Undertakings Protection of Employment) Regulations in paragraph 4.16 (TUPE and Pensions) of the Instructions to Tenderers.

10.1 - TUPE and Pensions – TUPE Regulations Please confirm that your Organisation will comply with the information and consultation requirements under TUPE and all other requirements of the TUPE Regulations, in accordance with Clause 39.5 (TUPE Compliance on Termination) and Schedule 10 (TUPE and Pensions) of the Contract.


Pass/Fail

10.2 - TUPE and Pensions – Transition Plan Please detail your transition plan for TUPE, which demonstrates that your Organisation understands and can manage obligations under TUPE. Please outline your Organisation’s intended approach to negotiation with the workforce.


Non Scored

10.3 - TUPE and Pensions - Measures Please provide details of measures, including non-transfer related changes to terms and conditions which your Organisation propose to take in respect of any staff transferring to your employment.


Non Scored

10.4 -TUPE and Pensions – Pension Scheme Please detail the pension scheme or alternative remuneration package to be offered to transferring staff, in accordance with Schedule 10 (TUPE and Pensions) of the Contract. PLEASE INSERT RESPONSE:

Pass/Fail

10.5 - TUPE and Pensions – Pension Bond Please provide the cost of a Pension Bond. The Ightham Primary School requires the % rate of Pension Bond as per £1,000.


Rate of Pension Bond per £1,000: %

35

10.6 - TUPE and Pensions – Admission Agreement and the LGPS If you are seeking to offer transferring employees membership of the LGPS, please confirm that you will undertake to enter into an Admission Agreement if awarded the Contract.


I am intending to offer transferring employees membership of the LGPS


If ‘Yes’ please also answer the next question

I will enter into an Admission Agreement to the LGPS if awarded the Contract.


Pass/Fail

36

BID FORM 11

Experience and ability to perform the ContractTenderers to provide responses that draw on the relevant experience for all Relevant Organisation(s) comprising the Tenderer. The responses should be based on the relevant and proportion of work to be delivered by each Relevant Organisation.

Please provide two (2) Case Studies of similar contracts (i.e. relevant to the Ightham Primary School’s requirements in the Specification) which directly address the stated criteria items, are of comparable value and have been performed in the past two (2) years. Ensure you include relevant contact details, contract values and dates of the projects/contracts. Please note that each Case Study carries a maximum word limit of 1500 words. Voluntary Community Sector Enterprise’s (VCSEs) may include samples of grant funded work.

CASE STUDY 1 (CS1)

A significant contract or project that has involved working with local authorities or other public sector bodies, communities and other stakeholders to deliver a range of positive outcomes for Budget Management and Rent & Service Charge Payment & Collection.

With direct reference to previous contract experience and the Specification, please address how the following three (3) items have been fulfilled within your response:

1) Scale of the contract and timescales2) Objectives and key activities undertaken3) Processes and IT systems used


CASE STUDY 2 (CS2)

A significant contract or project that has involved working with local authorities or other public sector bodies, communities and other stakeholders to deliver a range of positive outcomes for General Property Management and Property Maintenance.

With direct reference to previous contract experience and the Specification, please address how the following three (3) items have been fulfilled within your response:

1) Scale of the contract and timescales2) Objectives and key activities undertaken3) Processes and IT systems used


37

REFERENCESWithin the table provided below, please give the names, addresses and other details of the two (2) contacts that are willing to supply a satisfactory reference in connection with the above Case Studies. Where possible, these should be from current or past Public Sector or Not-for-profit organisations working on relevant contracts.

Referees should be people who are not related to any of your Directors/Partners/Owners or Trustees and should not be employed by, or be agents of the organisation, but must be able to verify and confirm the accuracy of your Case Study response.

Please note that wherever possible, references should not be given for other Ightham Primary School contracts that your organisation has delivered or currently holds with the Ightham Primary School.Case Study

Contact Details Dates & Duration

Project/Contract Title and Description

CS1 Name:Email:Phone:

From:To:

Contract Title:Description:

Project/Contract Value: £CS2 Name:

Email:Phone:

From:To:

Contract Title:Description:

Project/Contract Value: £

Pass/FailEach Case Study is scored between 0 – 3, using Appendix 1 - Table C of the ITT. Any Tenderer that scores two (2) points or below in either Case Study

will fail this mandatory requirement.

38

BID FORM 12

Mandatory Regulation RequirementsPlease confirm that your organisation is regulated by the Royal Institute of Chartered Surveyors (RICS).


Pass/Fail

ANNEX C

ADDITIONAL INFORMATION STAGE 2B

PLEASE INSERT RESPONSE CLEARLY HEADING WITH THE QUESTION REFERENCE:

39

STAGE 3 - AWARD

PRICE WEIGHT ALLOCATION: 35%

QUALITYWEIGHT ALLOCATION: 65%

BID FORM 14Non-Scored

MobilisationPlease provide details of your proposed mobilisation plan including dates and timescales, in accordance with the ITT.

The proposed Mobilisation Plan shall include the following:

An understanding of the Specification and other requirements of the Contract, to ensure that a smooth and expedient transition takes place at the Contract Commencement Date.

Details of how the transition period will be co-ordinated, including TUPE arrangements. All Health and Safety related issues to be addressed.


Maximum 250 Words

BID FORM 15

ComplaintsIn accordance with the Specification as a whole and in particular, Part 1 (Description of Contract Services), please describe your Organisation’s formal complaints procedure from third parties, Members and the Ightham Primary School that will be used for this Contract.

40


Maximum 250 Words

Appendix 1

Please detail all documents provided and uploaded via email in addition to completion of the relevant Bid Form or Question in the Response Document. Please ensure that the exact file name is detailed and all documents include as part of the file name your organisation name. This must be clearly seen on a printed version. If using a zip facility please list all documents included in the zipped file.

Bid Form/Question Reference.

Additional/Supporting information uploaded

File Name of Attachment / Upload

41

Appendix 2

Details of areas within the tender submission that the Tenderer considers to be confidential.

Bid Form/Question Reference.

Description of Information Considered Confidential Reason and Comments

43