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									                      Contract - Open ITT




   Invitation to Tender
              for


Contract for Secondary Extraction
         Haulage (Tywi)


 Tender No: 430/HAUL/11-12/1
Contract – Open ITT




Introduction
The Forestry Commission’s (FC) mission is to protect and expand Britain's forests and
woodlands and increase their value to society and the environment.
We the FC will always consider equality when conducting our procurement activities.
We require you to meet your duties under the Equality Act 2010 and may ask for
evidence that you are aware of and operate in accordance with those requirements
We, the FC, take the lead, on behalf of all three administrations, in the development
and promotion of sustainable forest management. We deliver the distinct forestry
policies of England, Scotland and Wales through specific objectives drawn from the
country forestry strategies.
More information is available on our website at www.forestry.gov.uk
Forestry Commission Wales (FCW) harvests approximately 770,000 m3 over bark
standing (obs) of timber from Welsh Government woodlands each year.
Of this, 330,000m3 is harvested by Direct Production i.e. FCW commissions the
harvesting to roadside with their own harvesting machines or engages contractors to
carry out the work. The remaining 440,000 m3 is sold as Standing Sales.



1 Type and term of contract
In order to facilitate winter working within the Tywi Forest Block, Forestry Commission
Wales wishes to award a 2 year contract to one supplier for the low ground pressure
secondary extraction of between 20,000 - 26,000 tonnes of processed timber (logs,
bars etc) a year, from live harvesting sites to designated forest entrances. This
contract will need to be provided between late October and early March –
approximately 21 weeks per annum.
Our intention is to award this contract for a period of 2 years – a guarantee of 1 year
plus an additional year which will be decided during a break point at the end of year 1.
The decision on whether to use the break point available will be at our discretion and
we will base it on the following factors:
      Performance
      Budget availability
The total value of this contract (including any extension options) will be in the region
of £60,000 to £140,000.
The live harvesting sites (5 lots) identified for secondary extraction in year 1 are
displayed in the attached maps along with location and grid reference of the coupe /
collection point and the approximate length of secondary extraction in miles. Each
coupe has one designated collection point only.




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2 Timetable, enquiries and return
  arrangements
   2.1 Timetable
Set out below is the proposed procurement timetable. This is intended as a guide,
and, while we do not intend to depart from the timetable, we reserve the right to do
so.


Stages                                         Dates


Issue ITT Document                             23rd Sept 2011


Site visits available                          28th September to 4th October 2011.


Closing date and time for enquiries            7th October 2011 @ 13:00


Tender return date and time
                                               14th October 2011 @ 13:00


Evaluation Panel sits                          19th October 2011


Expected Notification of Intent to Award       20th October 2011


End of Standstill Period                       25th October 2011


Expected Start Date                            Week commencing 26th October 2011




 2.1.1       Clarification
We will objectively evaluate all submissions based on the criteria and scoring shown in
the Evaluation Matrix at Section 5.5. Once we have evaluated submissions, we may
need more clarification, and we may ask for this as additional information or a
meeting. The purpose is to further explore information that you, the tenderer,



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provided in your submission and you should be aware that we may adjust scores up
or down based on the information you have provided at this stage.

     2.2 Site Visits
Before the return date, tenderers may need to have a site visit so that they can
complete their submission. Site visits can be facilitated between 28th September and
4th October but MUST BE PRE-BOOKED by contacting Claire Evans using the contact
details in section 2.3.



     2.3 Enquiries
Please send all enquiries in writing, by telephone or by email, by the deadline stated
at Section 2.1 quoting the contract number printed at the front of this document to:
claire.evans@forestry.gsi.gov.uk
Or
0300 068 0007
Or
Claire Evans
Wales Harvesting & Marketing
Welsh Government Building
Rhodfa Padarn, Llanbadarn Fawr
Aberystwyth, Ceredigion. SY23 3UR


If we consider any question or request for clarification is relevant to all interested
parties, we will circulate both the query and the response to all potential tenderers,
although your identity will remain confidential.
If you want to tender, and have not yet registered interest in the contract,
you must do so before the closing date for enquiries to make sure you are
told about any questions and answers.




     2.4 Return arrangements
Please return your completed tender as:
    Two paper copies by post or hand delivered.
Please note that we do not accept fax or email copies.
We must receive your completed tender before the closing time shown in the
Timetable at Section 2.1. We will keep tenders received before this deadline unopened


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until after this time. We will not consider any tenders we receive after the
deadline. Please be aware that tenders may be copied for our use.
Mark your envelopes with the words ‘Tender for Tywi Secondary Extraction
430/HAUL/11-12/1– Not to be opened until 14th October 2011 @ 13:00’.


Submissions may be excluded if you do not mark the envelope in this way.


Send completed tender documents to the following address:
Finance Section
Forestry Commission Wales
Welsh Government Building
Rhodfa Padarn
Llanbadarn Fawr
Aberystwyth
Ceredigion
SY23 3UR




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3 Statement of Requirements
Note: Tenderers must include details of any areas where they will not be able
to comply with these requirements. If your Tender does not meet these
requirements we reserve the right to reject it completely.



   3.1 Background Information

Tywi forest is situated in Mid Wales, and is one of the largest forested areas in Wales,
covering 15,000 hectares, divided into 1/3rd private sector ownership and 2/3rds
public ownership, managed by Forestry Commission Wales. 40,000m3 are currently
harvested annually from this block.
In order to facilitate winter working within Tywi Forest Block, Forestry Commission
Wales wishes to award a 2 year contract to one supplier for the low ground pressure
secondary extraction of between 20,000 - 26,000 tonnes of processed timber (logs,
bars etc) a year. This contract is intended to run between late October 2011 to early
March 2012 – 18 weeks - from live harvesting sites to designated forest entrances.
There will be 3 stages to this winter working operation:-
STAGE 1
DP Contractor fells the produce and presents at roadside in a combination of cut
products.
STAGE 2
The successful tenderer for this contract will then secondary extract the products to
the single designated collection point for each Lot.
STAGE 3
Haulier will access the material and load it for delivery over a weighbridge to the
Customer.
Our intention is to award this contract (Stage 2) for a period of 2 years – a guarantee
of 1 year plus an additional year which will be decided upon during a break point at
the end of year 1.
The decision on whether to use the break point available will be at our discretion and
we will base it on the following factors:
      Performance
      Budget availability
The total value of this contract (including any extension options) will be in the region
of £60,000 to £130,000.
The live harvesting sites identified for secondary extraction in year 1 are displayed in
the attached maps along with location and grid reference of the coupe / collection
point and the approximate length of secondary extraction in miles.


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Lifting Operations and Lifting Equipment Regulations (LOLER) apply to cranes used in
timber operations.
Contractor must ensure that the lifting equipment is strong and stable enough for the
particular use and marked to indicate safe working loads, positioned and installed to
minimise any risks, used safely, ie the work is planned, organised and performed by
competent people; and subject to ongoing thorough examination and, where
appropriate, inspection by competent people



   3.2 Specific Requirements
The secondary extraction vehicle to be utilised must be low ground pressure and
designed to work in a forest environment, causing minimal damage to forest roads.
The condition of the road should be frequently monitored and any damage should be
immediately reported via the Road Defect Reporting System.
The vehicle must be able to safely load and unload the timber products.
You will be required to provide stock additions by text/fax/email or mobile phone for
each of the live working coupes on a frequency to be agreed with the Contract
Manager prior to the contract being signed (but weekly at the very least).
You need to be able to deliver services within the contract period of late October to
early March. Based on a maximum volume of 26,000 tonnes, you would be required to
secondary extract 5200 tonnes a month (5mths), which equates to 1238 tonnes a
week (21 weeks), 176 tonnes a day (147 days). We do not guarantee the
quantities throughout the contract period. Site volumes are estimates only.
The Forestry Commission expects a high standard of product and service throughout
the life of the Contracts. If you demonstrate your abilities during the ITT stage, we
expect you to continue to work to at least this standard and work to improve the
quality of the service or goods you provide throughout the Contracts. Your
performance in this respect will be actively reviewed throughout the contract period.


   3.3 Payment
A Despatches report for each working coupe from FCW’s Sales Recording Package
(SRP) will be sent by e-mail to the Contractor on the last working day of each
calendar month. The Contractor will invoice on a monthly basis.
Invoices will be paid monthly at a price per tonne on actual despatches. Payment
terms will be 14 days from date of a valid invoice.
FCWs contract manager will consider requests for timber stacked at the designated
collection points (but not despatched) to be paid only once it has been there for more
than 6 weeks from the date of the start of secondary extraction and will not exceed
80% of the volume at roadside. If a roadside payment is agreed, then a meeting will
take place between the successful tenderer and the Contract Manager where an
agreed stack measure will be taken and both parties will sign the documentation
before the transaction is processed.



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    3.4 Special Conditions

       All persons on site must comply with the FC’s First Aid Policy. The Forestry
        Commission has updated its First Aid at Work policy. Contractors, hauliers and
        others wishing to work on its land will need to show that they comply with the
        new policy. Guidance on compliance can be found at www.forestry.gov.uk.

       Suppliers should be able to provide reports every two months on the following
        items:-
           o   Number of staff employed on works
           o   Number of machines by type
           o   Any Health & Safety issues
           o   Copies of any AFAG guides completed within the 2 month period
           o   Accident reports
           o   Near miss reports
           o   Locations and a progress report where work has taken place



   Pollution control kits must be held within the vehicle in use.

   Machine operators should hold FMOC certification



4 Guidance Notes for completing the ITT
    4.1 Completing the ITT
Please answer every question. If the question does not apply to you please write N/A.
If you do not know the answer please write N/K.
Warning: Please note that if you answer N/A or N/K to any questions, we
may reject your submission in full and will not evaluate any further
questions.

    4.2 Supporting documents
To make the process straightforward, you do not need to provide supporting
documents such as accounts, certificates, statements or policies with your tender.
However, we may ask you for these later. You may also be asked to clarify your
answers or provide more details. Your organisation will only be evaluated based on
the information in your tender. Note that if you do not mention any previous
experience of working with us in your rely, we cannot take this into account. Please do
not send any information that is general company or promotional literature, as this

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will not form part of our evaluation. Any additional documents that you provide must
refer to a question in the ITT and be easily identifiable as the answer.



   4.3 Costs
All costs associated with taking part in this process remain your responsibility. We will
not return any part of your completed tender to you.



   4.4 Right to cancel or vary the process
We reserve the right to cancel or withdraw from the selection and evaluation process
at any stage.
By issuing this ITT, we do not undertake to accept the lowest priced tender, or part,
or all of any tender, and our acknowledgement of receiving your tender will not
constitute any actual or implied agreement between FCW and you the tenderer.
At any time before the deadline for the receipt of tenders, we may modify the ITT with
an amendment. We will number, date and issue any amendment in writing to all
prospective tenderers.



   4.5 Confidentiality
You must treat all information we supply to you in confidence and do not disclose it to
third parties, unless you need to obtain sureties or quotations for submitting your
response.
The Government has set out the need for greater transparency across its operations
to enable the public to hold public bodies and politicians to account. This includes
commitments about public expenditure, intended to help achieve better value for
money.
As part of the transparency agenda, the Government has made the following
commitments for procurement and contracting, note procurement is devolved to the
Welsh and Scottish Administrations, so some of these requirements are not UK-wide
at this time.
      All new central government tender documents for contracts over £10,000 are to
       be published on a single website from September 2010, and this information
       will be made available to the public free (except for contracts concluded in
       Scotland or Wales exclusively).
      New items of central government spending over £25,000 to be published online
       from November 2010.
      All new central government contracts with a value greater than £10,000 are to
       be published in full on a single website from January 2011, and this information
       will be made available to the public free (except for contracts concluded in
       Scotland or Wales exclusively).


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Bidders and those organisations looking to bid for public sector contracts should be
aware that if they are awarded a new government contract, as a public sector
organisation, we will publish that contract. In some circumstances, some information
will be made unreadable before they are published so we comply with existing law and
for protecting national security.
As part of the tendering process, when submitting your bids, you should identify which
pieces of information you regard as being sensitive and would not want published.
We will then assess this information (along with the rest of the contract) against the
exemptions set out by the Freedom of Information Act when considering which
contractual information should or should not be published.



   4.6 Consortia arrangements
If you are bidding as a consortium, you must provide the following information:-
      Full details of the consortium; and
      The information sought in this ITT for each of the consortium’s constituent
       members as part of a single complete response.
You should provide details of the actual or proposed percentage shareholding of the
constituent members within the consortium in a separate Annex. If. as a consortium,
you are not proposing to form a corporate entity, please provide full details of
alternative arrangements in the Annex. However, please note we reserve the right to
require a successful consortium to form a single legal entity under Regulation 28 of
the Public Contracts Regulations 2006.
We recognize that arrangements about consortia may (within limits) be subject to
future change. You should therefore respond in the light of current arrangements. We
remind you that you must tell us about any future proposed change to your consortia
so we can make a further assessment by applying the selection criteria to the new
information you provide.

   4.7 Sub-contractors
Where you propose to use sub-contractors, please give all information we ask for
about the prime contractor. Where sub-contractors will play a significant role in the
delivery of the services or products under any ensuing contract, please indicate in a
separate annex (by inserting the relevant company or organisation name) the
composition of the supply chain, showing which member of the supply chain will be
responsible for the elements of the requirement.
We recognise that arrangements about sub-contracting may change. However, you
need to remember that where sub-contractors are to play a significant role, any
changes to those sub-contracting arrangements may constitute a material change and
therefore may affect your ability to proceed with the procurement process or to
provide the goods and, or, services.
Any contract concluded as a result of this ITT will be governed by English law.




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   4.8 Tender validity
All details of the tender, including prices and rates, must be valid for 90 days from
receipt of tender.

   4.9 Language
The completed tender and al accompanying documents must be in English.

   4.10 Applicable Law
Any contract concluded as a result of this ITT will be governed by English law.

   4.11 Pricing
All prices will be in sterling and exclusive of VAT.
Offering an inducement of any kind in relation to obtaining this or any other contract
with us will disqualify you from being considered and may constitute a criminal
offence.



   4.12 Additional costs
Once we have awarded the contract, we will not pay any additional costs incurred
which are not reflected in your tender submission.

   4.13 Disclaimer
While the information in this ITT and supporting documents has been prepared in
good faith by us, it may not be comprehensive nor has it been independently verified.
Neither the FC, nor their advisors, nor their respective directors, officers, members,
partners, employees, other staff or agents:
      makes any representation or warranty (express or implied) as to the accuracy,
       reasonableness or completeness of this ITT; or
      accepts any responsibility for the information contained in the ITT or for the
       fairness, accuracy or completeness of that information nor shall any of them be
       liable for any loss or damage (other than in respect of fraudulent
       misrepresentation) arising as a result of relying on such information or any
       subsequent communication.



   4.14 Inducements
Offering an inducement of any kind in relation to obtaining this or any other contract
with us will disqualify you from being considered and may constitute a criminal
offence.


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   4.15 Contract management
If we award a contract, you will have to co-operate in managing the contract, and
comply with the contract management requirements, as detailed in the Statement of
Requirements at Section 3.




5 Evaluation and short-listing
   5.1 Evaluation
Parts A-F contain selection criteria.
These focus on your characteristics and suitability in principle to provide the
requirements – they are about whether you are capable of providing the requirement
rather than how you will actually deliver it.
Questions will fall within one of the following headings:
      Capability/Technical Ability
      Capacity
      Quality
Parts H-I contain award criteria.
These focus on how you will deliver the contract if successful.
We will evaluate responses to the tender objectively, using the evaluation matrix at
Section 5.5..
The evaluation will initially be carried out on parts A-F of your response. If you are
considered to have passed the initial selection stage and your response will then be
evaluated further. If you are not considered to have passed the initial selection stage
you will not have been successful and your response will not be evaluated any further.
Your response will be deemed to have passed the selection stage if:
      You have passed all gateway questions
      Your answers to E1 and E2 reach the minimum acceptable standard of 50%.



   5.2 Gateways
Some questions in the tender are known as gateways and are fundamental
requirements of the contract.
If you do not answer these questions, we may reject your submission in full and will
not evaluate any further questions..




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   5.3 Specific questions (Section E & H)
Sections E & H contain requirement-specific questions.
To make sure the relative importance of the questions is correctly reflected in the
overall scores, we have applied a weighting system to each section of the tender.
The marks allocated for each question will be multiplied by the relevant weighting as
shown for each section.



   5.4 Award
Once we have carried out the evaluation and identified the successful tenderer(s), we
will tell all tenderers in writing by e-mail or post of our intention to award.



 5.4.1       Standstill Period
We will apply a standstill period of 5 calendar days between the notification of
intention to award, and the start of the contract.



 5.4.2       Debriefing
We will give all bidders the opportunity of a debriefing. Please tell us in writing as
soon as possible if you want a debriefing. We provide a formal debrief within 15
calendar days of receiving a request.




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5.5 Evaluation matrix


Section   Title                                     Weight        Agreed Marking Criteria
A         Organisation and Contact Details        Pass/Fail       Completion of this Section is
                                                                  mandatory.
B         Financial                               Pass/Fail       Turnover will be checked to ensure
                                                                  that contract value is disproportionate
                                                                  to turnover. If any aspects of
                                                                  turnover cause concern, we may run
                                                                  an Experian report to check financial
                                                                  status. We expect a positive response
                                                                  to the remainder of this section. We
                                                                  will take a risk-based approach to
                                                                  assessing this area.
C         Health & Safety                         Pass/Fail       There should be a written Health &
                                                                  Safety Policy within suppliers’
                                                                  organisation, and evidence that staff
                                                                  training is provided for health &
                                                                  safety. Provides detail of how health
                                                                  and safety at work is managed. Ideal
                                                                  response to Q’s will be “No”,
                                                                  however, where we receive a “Yes”
                                                                  we will need a detailed response
                                                                  which gives clear evidence of how the
                                                                  situation has been remedied and
                                                                  improved.
D         Insurance Details                       Pass/Fail       Demonstrates adequate levels of
                                                                  insurance. Where these are not in
                                                                  place, supplier must agree to have
                                                                  the appropriate levels of insurance
                                                                  inplace by contract award date.
E         Selection Questions                       Weight        The following evaluation system will
                                                                  be applied:
                                                     50%          8-10 Provides an excellent (8) to
E1a       Capability / Technical Ability
                                                                  exemplary response (9 or 10) with all
                                                                  areas covered to a very high
                                                     50%          standard.
E2a       Capacity
                                                                  4-7    Provides an adequate
                                                                  response (4 or 5) with some aspects
                                                                  missing to good response (6 or 7)
                                                                  covering all aspects. (Note it is
                                                                  expected that most bidders will
                                                                  achieve marks in this bracket (4-7).
                                                                  1-3    Provides little or limited
                                                                  evidence.
                                                                  0      An unacceptable or irrelevant
                                                                  response provided.



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F        References                             Pass/Fail       You must provide references relevant
                                                                to the subject of this contract. The
                                                                number of references provided should
                                                                be as requested in section F. We will
                                                                consider accepting a lower number
                                                                depending on how long you have
                                                                been in business. When checking
                                                                references we will be looking to
                                                                confirm that the contract has been
                                                                carried out on time, to budget and to
                                                                specification.
G        Terms & Conditions                     Pass/Fail       You must accept our terms and
                                                                conditions. We will discuss any issues
                                                                you highlight before any award.
J        Declaration                            Pass/Fail       Signed Declaration with no exceptions
                                                                identified will be a Pass. Where an
                                                                exception has been identified you
                                                                may fail this section if you have not
                                                                provided information that clearly
                                                                indicates that any past conduct or
                                                                problem has been resolved and that
                                                                steps have been taken to prevent its
                                                                recurrence. If we are satisfied that
                                                                this is the case you will pass this
                                                                section.
K        Certificate of Bona Fide Tender        Pass/Fail       Signed certificate provided with no
                                                                exceptions identified.

If you do not pass the above sections, your response will not be evaluated any
further.

H        Award Questions          Weight


                                   20%
H1       Vehicle                                The following evaluation system will be applied:
         Specification                          8-10 Provides an excellent (8) to exemplary
                                                response (9 or 10) with all areas covered to a
                                                        very high standard.
                                   20%
H3       Planning                               4-7    Provides an adequate response (4 or 5) with
                                                some aspects missing to good response (6 or 7)
                                                covering all aspects. (Note it is expected that most
                                                bidders will achieve marks in this bracket (4-7).
                                                1-3    Provides little or limited evidence.
                                                0      An unacceptable or irrelevant response
                                                provided.
                                   60%
I        Pricing Schedule                       A weighted average based pricing model will be
                                                used to allocate scores against price. This involves
                                                calculating the weighted average price and then
                                                allocating scores in proportion to this weighted
                                                average.

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5.6 Your Response
In order to submit a bid for this requirement you must complete and return the
following sections to the address detailed at Section 2.4 by the time and date detailed
in the timetable at Section 2.1.


Part A – Organisation and Contact Details


Part B – Financial


Part C – Health & Safety


Part D – Details of Insurance Policies


Part E – Specific Selection Questions


Part F – References


Part G – Terms & Conditions of Contract


Part H – Specific Award Questions


Part I – Pricing Schedule


Part J - Declaration


Part K – Certificate of Bona Fide Tender




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Part A – Organisation and Contact Details

Weighting: Completion of this Section is mandatory

Organisation Details

       Question                        Your Answer

A1     Full name of organisation
       tendering (or of organisation
       acting as lead contact where
       a consortium bid is being
       submitted)
A2     Registered office address




A3     Company or charity
       registration number
A4     VAT Registration number
A5     Name of immediate Parent
       Company
A6     Name of ultimate Parent
       Company
A7     Type of organisation            i) a public limited company
                                       ii) a limited company
                                       iii) a limited liability partnership
                                       iv) other partnership
                                       v) sole trader


                                       vi) other (please specify)


A8     How many staff does your
       organisation (including
       consortia members of named
       sub-contractors where
       appropriate) employ relevant
       to the carrying out of
       services and/or delivery of

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Weighting: Completion of this Section is mandatory

Organisation Details

       Question                        Your Answer
       goods similar to those
       required under this contract?
A9     Total number of employees
       employed by your
       organisation. (Including
       Directors, Partners,
       Apprentices, Trainees etc)
A10    Length of time your business
       has been operating.
A11    Please state whether there is   No                     Yes
       any potential conflict of
       interest in relation to this
       contract, for example if any
       of those involved with the
                                       If you have answered “YES” please give
       contract share private
                                       details.
       interests with anyone within
       the FC. Examples include
       freemasonry, membership of
       societies, clubs and other
       organisations, and family




A12    Consortia and Sub               a) your company is bidding to
       Contracting                     provide the services required
                                       itself
                                       b) Your organisation is bidding
                                       in the role of Prime Contractor
                                       and intends to use third parties
                                       to provide some services
                                       c) The potential Provider is a
                                       consortium

If you answer is (b) or (c) please indicate in a separate annex (by
inserting the relevant company/organisation name) the composition of
the supply chain, indicating which member of the supply chain (which
may include the Potential Provider solely or together with other
providers) will be responsible for the elements of the requirement.




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 Contact Details – Contact details for enquiries relating to this process

A13     Name


A14     Address, including Country and
        postcode



A15     Phone
A16     Mobile
A17     Email


Questions below for completion by Non UK Business Only


A18     Registration with professional
        body
        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
        Annexes IX A-C of Directive
        2004/18/EC) under the
        conditions laid down by that
        member state
 A19    It is 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 with this.




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Part B – Financial
Economic and Financial Standing Regulation

Weighting: This is a Gateway Section (Pass/Fail)

B1    What was your turnover in each of        £………… for year   £……… for year
      the last two financial years (if you     ended --/--/--   ended --/--/----
      are a consortium please state
      aggregated turnover)?
B2    Please provide one of the following set out below:
      A copy of your audited accounts for
      the most recent two years.
      A statement of your turnover,
      profit & loss account and cash flow
      for the most recent year of trading.
      A statement of your cash flow
      forecast for the current year and a
      bank letter outlining the current
      cash and credit position.
      Alternative means of
      demonstrating financial status if
      trading for less than a year.




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Part C – Health and safety

Weighting: This is a Gateway Section (Pass/Fail)

The purpose of this section is to allow us to assess your competency in relation to
Health & Safety. We have provided some guidance to help you understand the
requirements against each area. You may also find it useful to refer to the Health &
Safety Executive (HSE)’s website for some guidance before completing this section.
This can be found at http://www.hse.gov.uk.
General Health & Safety Questions
                                              Yes                No
1.    Does your organisation have a
      written Health & Safety Policy
      Note: if your organisation has less than 5 employees, the Forestry Commission
      still requires you to have a written Health & Safety Policy
2.    Please provide details of the Health & Safety training you provide to
      employees, relevant to this contract. If you do not provide any training, please
      provide details on why this is not necessary. From your answer we will decide
      whether the training is appropriate or required for this contract.




3.    Please provide details of how you manage Health & Safety at Work. Responses
      should include:
            Basic statement on safety awareness
            Organisational structure
            Nominated advisor/consultant for Health & Safety
            Use of supervisory visits
            Use of AFAG checklists
            Processes in place to ensure staff are up to date on H&S requirements
            Details of how you monitor this




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Weighting: This is a Gateway Section (Pass/Fail)



4.    Please provide details of any Improvement/Prohibition Notices or Prosecutions
      served by the Health and Safety Executive and explain what improvements you
      have made to make sure they do not reoccur. Your responses should include
      evidence of lessons that have been learned and acted upon.




5.    Please provide details if your organisation has been prosecuted or issued with
      an Improvement notice or order by the Environment Agency, Scottish
      Environmental Protection Agency, National Rivers Authority, a Local Authority,
      or any other enforcement body responsible for protecting the environment
      (including a Planning Authority in respect of a breach of Planning Control). Your
      response should include evidence of lessons that you have learned and acted
      upon.




Risk Assessment

6.    Please provide one example of a risk assessment process you have applied in
      previous contracts of a similar nature to this requirement. Please provide
      copies of the following if relevant to the contract:

            Emergency plans
            Lone working procedures
            Previously completed AFAG Guides and checklists
            Records of inspection and testing of machinery and electrical equipment
            LOLER


      The process should follow the HSE process or similar and you should provide all
      the relevant documents we ask for.




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Weighting: This is a Gateway Section (Pass/Fail)




7.    Please provide one example of a method statement you have applied in a
      previous contract of a similar nature to this requirement and explain how this
      has been linked to the risk assessment




Health & Safety Advice

8.    How does your organisation obtain competent health and safety advice? (Either
      within the organisation or externally)? Please show us you have the following
      or equivalent: internal safety officers, consultants, appointed person in the
      organisation responsible for health and safety.




9.    Please provide details of any safety organisations you belong to e.g RoSPA,
      IOSH etc. This is for information purposes only.




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        Competence and Qualifications
10.     Do the employees, contractors and/or sub-contractors who will deliver the
        contract if successful hold the following qualifications/certification relating to
        the following?:
                                                 Yes                   No
        First Aid

        Driving Licence & MOT

        Crane certificates & operators’
        licence.

        FMOC

                                                 Yes                   No
  11.   Do the employees who will deliver
        the contract if successful receive
        relevant update training?
12.     Please provide details of the relevant update training that is provided to the
        employees who will deliver the contract. From your answer we will evaluate
        whether the level and frequency of training is appropriate.




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      Accident Records and Reporting
13.   How does your organisation make sure you learn from incidents /accidents and
      change your working practises as necessary? Please provide examples. You
      must provide evidence that you have a process to record accidents.




14.   How does your organisation ensure it reports under RIDDOR, where this is
      required? Your response should demonstrate recognition of RIDDOR reportable
      categories and timescales.




      Working with Sub-Contractors
15.   Please provide details of your selection process for sub-contractors either with
      the Forestry Commission or other organisations. This selection process should
      include assessment and review of their approach to risk assessment,
      competence and qualifications, and accident reporting and recording.




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Part D – Details of insurance policies

Weighting: This is a Gateway Section (Pass/Fail)

 You must either confirm that you have these levels of insurance in place for
each and every claim rather than on an aggregate basis or, alternatively,
undertake that should you be awarded a contract under this procurement
such levels of insurance will be available to you and that you undertake to
maintain these levels of insurance for the duration of the contract.
Insurance Policy        Indemnity Value (£)            Yes   No    Will secure
                                                                   if
                                                                   successful
Employers Liability     Min £5,000,000 per claim
(This is a legal
requirement. There
are a small number of
exceptions. Please
refer to HSE Guidance
HSE 40 Employers
Liability Compulsory
Insurance Act 1969)
Public Liability        Min £5,000,000 per claim


If you do not undertake to secure the stated levels of insurance, we will not
consider your submission.




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Part E – Selection Questions
      Question                                                                    Weight
                                                                                   %

E     Capability / Technical Ability
E1a   Please can you give details of your experience in delivering previous
      contracts for this type of work. You should include specific examples,
                                                                                   50%
      evidence and details of the methods used to deliver these contracts.




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      Question                                                                  Weight
                                                                                 %

E     Capacity


E2a   Please demonstrate the capacity and resource that you have used to
      deliver contracts of a similar size and duration. Explain how the
                                                                                  50%
      capacity and resource was managed and describe how you managed
      the contract to ensure that you met the contract performance levels.




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Part F – References and evidence of
previous work of a similar nature

Weighting: This is a Gateway Section (Pass/Fail)
     Please provide details of up to three contracts from either or both the public
     or private sector, that are relevant to our requirement. Contracts for the
     supply of goods or services should have been performed during the past
     three years. Works contracts may be from the past five years. (The customer
     contact should be prepared to speak to the purchasing organisation to
     confirm the accuracy of the information provided below if we wish to contact
     them).
     If you cannot provide at least one example, please briefly explain why (100
     words max)
F1   Reference 1
     Organisation name:
     Customer contact, name,
     phone number and email

     Contract Start date, contract
     completion date and contract
     value
     Brief description of contract
     (max 150 words) including
     evidence as to your technical
     capability in this market.




     Reference 2
     Organisation name:
     Customer contact, name,
     phone number and email

     Contract Start date, contract
     completion date and contract
     value

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    Brief description of contract
    (max 150 words) including
    evidence as to your technical
    capability in this market.




    Reference 3
    Organisation name:
    Customer contact, name,
    phone number and email

    Contract Start date, contract
    completion date and contract
    value
    Brief description of contract
    (max 150 words) including
    evidence as to your technical
    capability in this market.




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Part G - Terms and conditions of contract
This ITT, and any contract arising from it, will be subject to the FC’s terms and
conditions for Haulage Services, a copy of which is attached.
The successful Tenderer’s usual terms and conditions are not, and shall not, become
terms and conditions of any contract that we may award as a result of this ITT.


                                               Yes                  No

 G1    Do you accept the FC’s Terms and
       Conditions of Contract as detailed
       above?


 G2    If no, please provide details of any specific areas that you have an issue with.
       Please note that failure to agree to the FC’s Terms and Conditions of Contract
       may invalidate your Tender submission.




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Part H – Award Questions

     Question - Vehicle Specification                                            Weight
                                                                                  %
H1                                                                                 20%




     Provide information on the specification of the low ground pressure
     vehicle(s) that you intend to use to deliver this contract. This
     information to include, but not limited to the following information:
           Machine dimensions
           Maximum weight (laden)
           Tyre footprint (cm2)
           Type of tyre, tread pattern, operating pressure
                                                                                   10%
           No of axles.
           Please provide details of any traction aids that might be used in
            icy/snow conditions?
     Please provide details of the safe method of working that you would
     employ during the loading and unloading of the timber products from           10%
     the vehicle/s.




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     Question – Planning                                                      Weight
                                                                               %

H2
                                                                                20%




          Please give details of how you would plan to meet the weekly
           haulage targets. Provide details of your contingency planning
           process, demonstrating how you would deliver continuity of
           service in the event of unforeseen events.                           10%
          Please demonstrate how you will deliver this contract in a safe
           manner including relevant method statements. This should
           include, but not limited to, lone working in remote areas, poor
           weather conditions, working hours, vehicle maintenance etc           10%




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Part I – Pricing schedule

                                                                         Weight
                                                                          %
I1    Please provide details of your pricing in the schedule provided      60%




Ref    Description                                                        Price
                                                                           (£)
       Secondary Extraction Tender Price per tonne (for all 5 lots)




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Part J – Declaration
Weighting: This is a Gateway Section (Pass/Fail)


In this certificate, any reference to person or persons will mean and include businesses,
associations or corporations and any reference to arrangements or agreements will mean any
and all transactions, formal or informal, lawful or otherwise.
Regulation 23 of the Public Contracts Regulations 2006 sets out the grounds on which a bidder
may be deemed ineligible to be awarded a public contract. By signing this Declaration you, the
bidding organisation certify that:
1. The bidding organisation or its directors or other people with powers of representation,
decision or control have not been convicted of the following offences as defined by the relevant
UK law:
       a) conspiracy,
       b) corruption,
       c) bribery,
       d) fraud, the offence of cheating the Revenue,               conspiracy   to   defraud,   or
       defrauding the Customs, fraudulent trading, or theft
       f) money laundering,
       g) nor any offence within the meaning of Article 45(1) of the Public Sector Directive.
2. The bidder being an individual is not in a state of bankruptcy nor has a receiving order or
administration order or bankruptcy restriction order made against him nor has made any
arrangement for the benefit of creditors.
3. The bidder being a partnership constituted under Scots law has not granted a trust deed nor
become otherwise apparently insolvent, nor is subject of a petition presented for sequestration
of its estate.
4. The bidder being a company is not in the process of winding up, administration, or
receivership.
5. The bidding organisation has not been convicted of a criminal offence relating to the conduct
of its business or profession.
6. The bidding organisation has not committed an act of grave misconduct in the course of its
business or profession.
7. The bidding organisation has fulfilled its obligations relating to payment of social security
contributions.
8. The bidding organisation has fulfilled its obligations relating to payment of taxes.
9. The bidding organisation is not guilty of serious misrepresentations in supplying information
required by the Buyer under the Public Contracts Regulations.
10. The bidding organisation is in possession of a licence or is a member of the appropriate
organisation where the law requires it.
11. The bidding organisation has not had a contract cancelled, or not renewed, for failure to
perform nor been the subject of a claim (contractual or otherwise) based upon a failure of
quality in design, work, materials or services within the last three years.




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12. None of the senior personnel of the bidding organisation have been involved (in a similar
position) in any company which has gone into insolvent liquidation, voluntary arrangement,
receivership or administration or been declared bankrupt.
13. The bidding organisation comply with the requirements of the Health and Safety at Work
Act 1974, as amended (for organisations employing five or more people).
14. The bidding organisation register our interest and ask that you consider us for your
shortlist to receive invitation to tender documents.
15. The bidding organisation confirm and declare that any information in this PQQ is accurate
to the best of our knowledge and that we acknowledge and accept that any false information
could result in rejection or, in the event of any false declaration after the award of any
contract, may lead to said contract being terminated.


Please state within the box below if there are any specific areas of the declaration above with
which you cannot comply. Please note that this may invalidate your PQQ submission but you
should provide details that will enable the Forestry Commission to determine whether the
discretionary grounds for exclusion laid out in Regulation 23 of the Public Contracts
Regulations 2006 apply to you or not.




I declare that to the best of my knowledge the answers submitted in this ITT are correct. I
understand that the information will be used in the process to assess my organisation’s
suitability to be invited to tender for the Authority’s requirement and I am signing on behalf of
my organisation. I understand that the Contracting Authority may reject this ITT if there is a
failure to answer all relevant questions fully or if I provide false or misleading information.


Name (printed)


Date


Signature


Capacity / Title


For and on behalf of




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Part K – Certificate of bona fide tendering
Weighting: You must complete this section.
Tender No:                430/HAUL/11-12/1
Due for Return by:        14th October 2011 @ 13:00
Subject:                  Secondary Extraction Haulage (Tywi)
_____________________________________________________________
The essence of selective tendering is that the Forestry Commission will receive bona
fide competitive tenders from all those tendering. In recognition of this principle, we
certify that this is a bona fide tender, intended to be competitive, 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
done and we undertake that we will not do so at any time before the hour and date
specified for the return of this tender any of the following acts:
      communicate to a person other than the person calling for those tenders the
       amount or approximate amount of the proposed tender, except where the
       disclosure, in confidence, of the approximate amount of the tender was
       necessary to obtain premium insurance quotations required for preparing the
       tender;
      enter any agreement with any other person whereby they will refrain from
       tendering or as to the amount of any tender to be submitted;
      offer or pay or give or agree to pay any sum of money or 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 other tender or proposed tender for
       this work any act or thing of the sort described above.
In this certificate, the word “person” includes any individual, partnership, association,
or body either corporate or unincorporated; and “any agreement or arrangement”
includes any such transaction, formal or informal, and whether legally binding or not.


Signature:                                     Date:


Name:                                          Position:


Signed for and on Behalf of:


Address:


Contact Tel:                                   Email:



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