Questionnaire to become an approved Sovini Supplier - One Vision

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Questionnaire to become an approved Sovini Supplier - One Vision Powered By Docstoc
					                                                        Approved supplier
                                                           Questionnaire
Guidance for Completion
Thank you for your interest in becoming an Approved Supplier to Sovini Ltd. Please complete this
form as completely and accurately as you can. The information it contains will be held in confidence
by Sovini Ltd and its advisors and will be used to determine your suitability to be included on our
Approved Supplier List. If you need any further information or assistance please contact a member
of the Accounts Payable Team.


 Contact details
                                                                    Sovini Ltd
                                                                    Atlantic House
 Registered Address:                                                Dunnings Bridge Road
                                                                    Bootle
                                                                    L30 4TH

 OVH Charitable Registration Number:                                29938R

 Sovini Property Services Company Registration Number:              7381427

 Pine Court Housing Association                                     25192R

 Website:                                                           www.sovini.co.uk

 Telephone Number:                                                  0300 365 1111

 Accounts Payable Extensions:                                       5549/5550/5551

 Accounts Payable email:                                            accounts.payable@ovh.org.uk
    Who we are
    Sovini was established in December 2011, with a view to bringing together a
    ‘federation’ of likeminded organisations that can work in partnership to support each
    other, achieve better value, better quality of service and more importantly, exceed
    the expectations of customers.

    With previous models for expansion and growth no longer viable due to changes in
    the economic and political landscape, Sovini has taken on a new and innovative
    group structure – one which supports the provision and renewal of social housing,
    excellent landlord services and creates new financial capacity for each of the partners
    in our group. The model works for any partner and any sector, be it public or private.

    The Group enables the sharing of knowledge, experience and expertise for the
    mutual benefit of all partners, as well as increased influence within the sector,
    improved value for money to achieve financial stability, customer service excellence
    and sustainable growth.

    What we believe
    OUR VISION is simple – to be the best.

    OUR MISSION how we are going to achieve this – is by being:

    The best employer
    The best in business
    The best investor in communities

    OUR VALUES run throughout the organisation and were established by staff after a
    series of workshops which underpinned what they felt we stood for showing
    commitment to:

   Success - we will be the best
   Passion - we love what we do
   Authenticity - we do what we say we will do
   Courage - we dare to be different
   Enterprise - we never stand still
Section 1 – Company Details
Contact details
Name of Company:

Contact name:

Address:

Telephone No:

Fax No:

Email:

Website Address:

Company Registration No:

Date of Registration:


Registered Address if different from
above:


Is your organisation

A public limited company                   Yes                    No                     N/A

A limited company                          Yes                    No                     N/A

A sole trader                              Yes                    No                     N/A

A partnership                              Yes                    No                     N/A

A joint venture company                    Yes                    No                     N/A

Principal areas of business activity of your company:




Are you a member of a recognised trade
                                           Yes                    No                     N/A
body/ association

If yes, please provide copies of your certification and examples of individual employee’s evidence of
competencies:




Number of full time employees in your organisation:




Date of organisation’s formation:


VAT registration number:


                                                                                 Yes           No
Are there any court actions and/or industrial tribunal hearings outstanding
against your organisation?


If yes, please give details:




Has your organisation been involved in any court action and/or industrial
                                                                          Yes                  No
tribunals over the last 3 years?

If yes, please give details:




Is your company a subsidiary of another company?                                 Yes           No

If yes, please provide the name, and address of the registered office of the holding or parent company
and the ultimate parent (if applicable):




Is your company registered under the Data Protection Act (DPA) 1998?             Yes           No
If yes, what is your DPA registration number?




Please provide details of Employers' Liability, Public Liability and Professional Liability or Indemnity
insurance your company holds and their relevant values, along with the date of expiry (please also attach
copies of the certificates):




Section 2 – Banking and Remittance Details

Details
We operate an e-purchasing system and all invoices received must quote an OVH Purchase Order
number. Please provide an email address for the receipt of purchase orders:




Our preferred method of payment is via BACs with an email remittance; please provide your banking
details along with an appropriate email address:

Bank/Building Society:

Branch Address:


Account Name:

Account Number:

Sort Code:

Number of years account has been
open:

Email address for remittances:
Where applicable, please confirm your company details relating to the Construction Industry Scheme
(please also attach a copy of the relevant documentation)




Section 3 – Health and Safety

Details
Sovini has to ensure that construction and redevelopment operations are undertaken safely without
presenting unacceptable risks to employees, Contractors or other people affected by the work.

Contractors therefore must be able to demonstrate that their Health and Safety systems and
performance is acceptable to Sovini whom they are representing.

This acceptability will depend on various factors such as:

       Number of employees
       Length of Contract
       Number of contracts
       Type of services contracted
This Questionnaire therefore, has been designed to elicit information from Contractors of all sizes
supplying different services to Sovini.
Please answer the questions listed below to the best of your ability, ensuring compliance with the
following:

       Enclosures are appended to the completed questionnaire
       Enclosure references or confirmation of enclosures are inserted in the appropriate response
        boxes
       Continuation sheet(s) are used where the response box is too small

    Please refer to the enclosed Guidance for Completion of the Questionnaire

3.1 Do you employ five (5) or more persons?
                                                                                      Yes                    No
If you answered yes please go to 3.3 below

3.2 If you answered No to 3.1 please sign the following declaration (for companies with less than five (5)
Employees) and then complete the rest of the questionnaire (i.e 3.4 onwards)

I/We (please delete as appropriate) confirm that (insert Company Name)
......................................................... Employs less than five (5) directly employed persons and as such do
not have a written Health and safety Policy.

I/We further confirm that any operations carried out by this Company on any project under the control of
.......................... will be conducted in such a way that it complies fully with the health and Safety Policy of
Sovini Ltd.

I/we also undertake to notify Sovini Ltd of any changes to the company’s organisational structure, which
may change the Validity of this declaration.
Name:...............................................................................................................................................................
Signed:..............................................................................................................................................................
Date:..................................................................................................................................................................

3.3 If you answered yes to 3.1 – Has the company got a Health and
Safety Policy/Strategy?                                                                                         Yes                        No
(If so when please attach a copy of your H&S Policy Statement)                                                                        Yes/No

3.4 Does the company have access to competent Health and safety
                                                                                                                Yes                            No
advice?

If yes please state Names, Company details(external advice), Qualifications etc.
Internal ...................................................................................
External ...................................................................................

Does the Company undertake the process of Risk Assessment for its
undertakings?
                                                                                                                Yes                            No
Please attach all relevant Risk assessments associated with the
operations being carried out on behalf of Sovini

Does the Company operate to established Safe systems of work
(SSoW)/Method statements?
                                                                                                                Yes                            No
Please attach all relevant Safe system of Work/Method statement
associated as above!

Training
Does the Company keep records of Health and safety Training given
                                                                                                                Yes                            No
to employees?

If yes, please identify below the subjects covered in your Company’s Health and Safety training (eg:
Induction, First Aid , Manual Handling, Asbestos awareness etc)
Incidents
Please complete the table the table below to indicate the number of reports you have made to an
enforcement Authority (eg: Health and Safety Executive, Local Authority etc) under the Reporting of Injuries
Diseases and Dangerous Occurrences Regulations(RIDDOR)


 YEAR   Fatal   Major     Over 3-Day Injury           Dangerous              Work Related Diseases
                Injury                                Occurrences




Enforcement Action
Has the Company ever been Prosecuted by an Enforcement
Authority (eg: Health and Safety Executive (HSE), Local Authority         Yes                  No
(LA), etc) for breaches of Health and Safety Legislation

If yes, please state the number of convictions following prosecution.


Has the company ever been issued with an Improvement Notice or
Prohibition Notice by an Enforcement Authority (eg: Health and            Yes                  No
Safety Executive (HSE), Local Authority (LA), etc)

If yes, please state the number and provide brief details relating to any actions in the relevant columns
below


Improvement Notices

Prohibition Notices




Section 4 – Quality Management
Details
Is your Quality Management System registered to BE EN ISO 9001:2008?
If yes please attach a copy of the certification and move to the Equal                 Yes            No
Opportunities section.
If no, are you working towards registration to BS EN ISO 9001:2008?                   Yes              No




Section 5 – Equality and Diversity

Details
One Vision Housing is committed to a policy of promoting equality and eliminating unlawful
discrimination and expects its contractors and suppliers to abide by good practice in this area in
delivering a fair and non-discriminatory service on our behalf.

Do you have an Equality and Diversity Policy/Strategy?                                 Yes             No

Is it your practice as an employer to comply with your statutory obligations under
                                                                                       Yes             No
the current equalities legislation and regulatory guidance?

If yes, please list the equalities legislation and any regulatory guidance under which you practice.




In the last three years, has any finding of unlawful discrimination been made
                                                                                       Yes             No
against your organisation by any court or Employment / Industrial tribunal?

In the last three years, has your organisation been the subject of formal
investigation by the Commission for Racial Equality, the Disability Rights
                                                                                       Yes             No
Commission, the Equal Opportunities Commission or a comparable body, on the
grounds of alleged unlawful discrimination?

If you have answered Yes to either of the above two questions, what steps have been taken in
consequence of that finding?




Do you observe as far as possible the CRE’s Code of Practice for Employment, as
approved by Parliament in 1983, which gives practical guidance to employers and
                                                                                    Yes                No
others on the elimination of racial discrimination and the promotion of equality of
opportunity in employment, including the steps that can be taken to encourage
members of the ethnic minorities to apply for jobs or take up training
opportunities?

Have you identified a staff member in a senior position with responsibility for the
                                                                                       Yes         No
Equality and Diversity Policy/Strategy and its effective implementation?

Please attach a copy of your Equal Opportunities/Equality and Diversity Policy.


Please note that if you do not have your own policy you will be required to sign up to One Vision
Housing’s Equality and Diversity Policy before becoming an Approved Supplier.




Section 6 – Environmental Issues

Details
OVH is committed to sustaining the environment and neighbourhoods in which we operate. We
acknowledge our corporate and social responsibility to:


Reduce our carbon footprint

Improve the level of recycling

Reduce our reliance on packaging


Minimise waste


Improve and protect our planets natural resources


Actively encourage Green Business Solutions

Is your Environmental Management Systems registered to BS EN ISO
1400:2004? Yes/No                                                                     Yes         No
(If yes, please attach a copy of your certification)

Do you hold a current Waste Carriers, Brokers or Dealer Licence
                                                                                      Yes    No         NA
(If yes, please attach a copy of your certificate/licence)

Do you adopt and support our ongoing commitment to environmental issues               Yes         No
management?

Do you communicate this commitment to your staff?                            Yes     No

Do you have mechanisms in place to monitor your contribution to Green
                                                                             Yes     No
Business Solutions?

If yes, please provide details (a separate sheet may be used if necessary)




Section 7 – Relationship to OVH Employees or
Board Members

Details
Please advise if you are:

Related to a current or previous staff member:                                 Yes        No

If Yes:

Name:


Relationship:


Related to a current or previous Board member:


If Yes:

Name:

Relationship:

Form completed by:

Name:

Position:
Signature:

Date:

Contact Number:

e-mail address:



Section 8 – Checklist of Required Information

Details

Have you provided all the information requested?


We will need the following:


1.            Public and Employers Liability Insurance Certificates              Yes        No

              Copies of Trade Body Membership Certificates and examples of
2.
              individual employee’s evidence of trade competencies.              Yes   No   N/A


3.            Bank Account details
                                                                                 Yes        No

4.            email addresses for both purchase orders and remittance advices
                                                                                 Yes        No

5.            A copy of your CIS details
                                                                                 Yes        No

6.            A copy of your Health and Safety Policy Statement
                                                                                 Yes   No   N/A

7.            A copy of your BS OHSAS 18001:2007 H&S Certificate
                                                                                 Yes   No   N/A

8.            A copy of your BS EN ISO 9001:2008 QMS Certificate
                                                                                 Yes   No   N/A

9.            A copy of your Equal Opportunities/Equality and Diversity Policy
                                                                                 Yes   No   N/A
10.          A copy of your BS EN ISO 14001:2004 EMS Certificate
                                                                         Yes   No   N/A

11.          A copy of your CHAS Certificate
                                                                         Yes   No   N/A

12.          A copy of your Waste Carriers, Brokers or Dealers Licence
                                                                         Yes   No   N/A

Thank you for completing this questionnaire.

				
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