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Pre-Qualification
Questionnaire (PQQ)
Housing Lift Servicing, Repair, Maintenance & Installation
Term Partnering Contract
Contract Number 957
OJEU Number 2010/S 230-351496
Brighton & Hove City Council
King‟s House, Grand Avenue, Hove BN3 2LS
Contents Page
Section 1 Introduction 3
Section 2 Service Overview 5
Section 3 Objective of the PQQ 7
Section 4 Instructions for completion of the PQQ 8
Section 5 PQQ Evaluation 10
Section 6 Organisation Details 14
Section 7 Organisation Structure 15
Section 8 Conflict of Interest 16
Section 9 Financial Information 17
Section 10 Insurance 18
Section 11 Technical & Professional Capability 19
Section 12 References 21
Section 13 Health & Safety 22
Section 14 Inclusion & Diversity 24
Section 15 Sustainability 25
Section 16 Quality 26
Section 17 Freedom of Information 27
Section 18 Declaration 28
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1. Introduction
Brighton & Hove City Council is a unitary authority on the South East coast of
England. It is the largest city in the South East with a population of 251,400
living in around 115,000 households. The local economy has a strong focus
on the service sector, especially tourism and higher education. High house
prices mean that it has become increasingly difficult for local people to access
home ownership, creating more demand for social and privately rented
housing. About six per cent of the population are from black and minority
ethnic (BME) communities. The city also has a comparatively large lesbian,
gay, bi-sexual and transgender (LGBT) community
Brighton & Hove City Council („the Council or „we‟) owns approximately
12,320 dwellings (of which 63% are flats), a number of car parking spaces,
garage sites, commercial properties and the freehold of approximately 2,230
leasehold properties. The Council, following consultation with its residents, is
committed to retaining its housing stock.
The housing service is delivered by the Housing & Social Inclusion Delivery
Unit and this employs over 250 members of staff and has recently achieved
Investors In People status. The service is currently provided from five housing
offices spread across the city. A new Housing Centre in Moulsecoomb is due
to open in March 2011 which will provide a base for our Repairs and
Improvement Partnership and other housing services.
Residents are at the centre of everything we do and high standards of
customer service are very important to us. We expect our service providers to
meet these high standards and provide a level of service and customer care
which exceeds resident‟s expectations.
Our aim is for an excellent housing service, delivered by quality staff, in
partnership with excellent service providers and driven through resident
involvement. This will enable the Council to deliver the priorities in its
Corporate Plan 2008-2011 to:
Protect the environment while growing the economy
Make better use of public money
Reduce inequality by increasing opportunity
Fair enforcement of the law
Open and effective city leadership
Through our Housing Strategy we follow six underlying principals in everything
we do:
A healthy city - making sure our services improve the quality of
residents lives
Reducing inequality - making sure our services are welcoming and
responsive to the needs of our communities
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Improving neighbourhoods - making sure our services contribute to
creating safe sustainable communities
Accountability to local people - making sure local people are
involved in decisions about the services that affect them
Value for money - making sure our services are efficient and provide
maximum impact
Partnership working - making sure we work with all those who can
help improve the quality of life in the city
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2. Service Overview
Brighton & Hove City Council (the „Council‟) is seeking to appoint a Lift
Servicing, Repair, Maintenance and Installation service provider (the „Service
Provider‟) to provide a full range of services for the Council‟s Housing and
Social Inclusion Delivery Unit on the various lifts within its housing stock. The
lifts within the Council housing stock include: 91 passenger lifts, within 58
buildings, and 120 stair lifts together with their associated plant and
equipment (the passenger lifts and stair lifts including their associated plant
and equipment shall be collectively referred to below as the „Lifts‟).
A Term Partnering Contract (the „TPC‟) will be used to set out the rights and
obligations of both parties with respect to the services that the successful
Service Provider will deliver to the Council.
In outline, the Service Provider shall provide the following services during the
term of the TPC:
(i) Regular statutory inspections, with the exception of the LOLER
inspections, and ongoing maintenance of all Lifts within the Council‟s
housing stock;
(ii) Any planned capital replacement works on the Lifts which may be
required and requested by the Council at its discretion.
(iii) A 24/7 breakdown and emergency call out service, to include any
emergency repairs to the Lifts.
The Council has a ten year partnered contract with its Repairs and
Improvement Service Provider for the majority of repairs and improvement
works to its housing stock within the city. This Repairs and Improvement
Service Provider manages a repairs call centre desk receiving all repair
requests from residents. The repairs call centre desk will raise and issue
works to the Service Provider on behalf of the Council.
Where the Service Provider is required to replace existing Lifts the Council will
specify the design and manufacturer of the Lifts to be fitted, namely products
supplied by International Lift Equipment. The reason for this is to ensure that
all lifts across the Council‟s housing stock are consistent and to ensure that
value for money is achieved, particularly with regards to ongoing maintenance
and servicing.
Information Systems
The Council uses Anite Housing (OHMS) as its main Housing Management
Information System and Innovation APEX as its Asset Management System.
The Council expects under the new arrangement, to make full use of the
Service Provider‟s information system expertise
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to share the Council‟s Asset Management System.
to maintain and improve its asset data,
to have an independently held up-to-date record of repairs and
maintenance transactions, and
to monitor all aspects of the Service Providers performance on a real
time basis without undue additional administrative expense .
The Council envisages this will involve the Council supplying asset, other
property and, as appropriate, resident related data to the Service Provider and
for the Service Provider to supply operational information to the Council.
The Council‟s preference, subject to data governance considerations, would
be to achieve the above through the interfacing of systems. This may include
host systems owned or controlled by the Service Provider.
Duration of Contract: The TPC will be for a period of approximately 9
years running until 31st March 2020 with an additional 1 year extension
by joint agreement.
Value: The value of the TPC will be between £8 million and £14
million, and will cover the following;
Servicing, Maintenance, Repair of Housing Passenger Lifts -
£140,000 per annum
Servicing, Maintenance, Repair of Housing Stair Lifts - £30,000
per annum
Lift Replacement - £6.5 million – £12 million investment over the
term of the contract.
Please note that the values above are based on previous years spend and
current future investment plans. Tenderers should note that these values are
subject to change. With regards to Lift replacement, the Council envisages it
will spend between £6.5 million and £12 million over the term of the TPC. This
may not be evenly distributed and the yearly spend will be subject to change
due to changing budget pressures.
The contract is not available for use by other bodies.
This is not a framework contract.
6
3. Objective of the Pre Qualification Questionnaire (PQQ)
This PQQ sets out the information which is required by the Council in order to
assess the suitability of potential tenderers in terms of its technical knowledge
and experience, capability/capacity, organisational and financial standing to
meet the requirement.
During the PQQ stage, the intention is to arrive at a shortlist of a minimum of 5
qualified providers for formal Invitation To Tender („ITT‟) against the
requirement as advertised in OJEU Notice 2010/S 230-351496 dated 26th
November 2010.
7
4. Instructions for the completion of the PQQ
4.1 Timetable
4.1.1 Please find below an indicative timetable:
Task Date
Issue of PQQ Wednesday 24th November 2010
Last date for Suppliers 17:00pm Friday 17th December
questions 2010
BHCC response to 12:00pm Friday 24th December
questions* 2010
PQQ return date 12:00pm (noon) Friday 7th January
2011
Issue of Invitation to January 2011
Tender documents
(ITT)
*Please Note: All bidder clarification questions and answers will be posted on
the South East Business Portal (www.businessportal.southeastiep.gov.uk) by
17:00pm on Friday 24th December 2010.
4.2 General
4.2.1 Please answer all questions in full and in the same order as they were
provided. Please number any supporting documentation.
4.2.2 Please complete the declaration at the end of the form.
4.2.3 Actual figures should be provided for all financial, statistical or numerical
information based upon your company‟s records. If this is not possible, please
provide estimates indicated by “Est.” after the figure
4.2.4 Please answer the questions specifically for your company, not for the group if
you are part of a group of companies.
4.2.5 Please include, where appropriate, continuation sheets and any
supporting documents, marking clearly on all enclosures the name of your
company and the number of the question to which they refer.
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4.3 Point of Contact
Contact Name : Guy Stapleford
Address : Corporate Procurement
Room 201, 2nd Floor
Kings House
Hove BN3 2SR
Email : guy.stapleford@brighton-hove.gov.uk
Phone : 01273 294059
Fax : 01273 291247
No other persons are authorised to discuss the content of this document or
the substance of the tender on behalf of the council.
4.4 PQQ questions
4.4.1 Any questions you may have regarding this PQQ should be forwarded in
writing either by email or letter to the point of contact shown in Section 4.3
above. Tenderers should endeavour to submit their questions by 17:00pm
Friday 17th December 2010.
4.4.2 All questions and answers will be made anonymous and advertised on the
Council‟s website at least four days prior to the PQQ closing date.
4.5 PQQ Return
4.5.1 Completed PQQs must be returned to the address indicated in Section 4.3
above by no later than 12:00pm (noon) Friday 7th January 2011. PQQs
received after this closing deadline will not be considered and will be returned
to the tenderer.
4.5.2 Tenderers are requested to submit TWO completed and signed hard copies of
their PQQ and ONE copy on electronic media e.g. CD, DVD, memory stick.
4.5.3 Tenderers are required to limit the amount of marketing material submitted
with the PQQ to that which is directly relevant to the questions set in the PQQ.
9
5. PQQ Evaluation
5.1 The Council will evaluate responses on the basis of the ownership, economic
and financial standing, and technical or professional ability of potential
tenderers. Any tenderer invited to tender based upon information provided in
a PQQ does not imply any acceptance by the Council as to the tenderer‟s
ownership, economic or financial standing, technical or professional ability to
carry out the subject of the contract.
5.2 As a result of the information received in response to this PQQ, the number of
tenderers invited to tender will be restricted to a shortlist of a minimum of five
where possible.
5.3 References will be requested from tenderers‟ current clients and their absence
may have a critical influence in the selection process as will any other missing
information.
5.4 Selection for ITT shortlist will be based on but not limited to, the following
specific criteria (not in any order of importance):
Section Sub Criteria Assessment Weighting
Section
6 Organisation details Pass/Fail
6.2 e- Procurement Information
only
7 Organisation Structure Information
only
8 Conflict of Interest Pass/Fail
9 Financial Information Pass/Fail
10 Insurances Pass/Fail
11 Technical & Professional
Capability
11.1 Resources Assessed 25%
11.2 Experience Assessed 25%
11.3 Access Assessed 25%
11.4 Service Overview Assessed 25%
10
11.5 Sub contractors Information
only
11.6 Organisation History
11.6.1 Information
only
11.6.2 Information
only
11.6.3 Information
only
11.6.4 Information
only
11.7 Client Details Information
only
11.8 Council Supply Information
only
12 References Information
only
13 Health & Safety
13.1 Health & Safety Training Pass/Fail
13.2 Adverse Findings Pass/Fail
14 Inclusion & Diversity
14.1 Policies Information
only
14.2 Harassment Information
only
14.3 Harassment Information
only
14.4 Adverse Findings Pass/Fail
14.5 Formal Investigations Information
only
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14.6 Equal Opportunities Information
only
15 Sustainability
15.1 Specific Responsibility For information
only
15.2 Policy For information
only
15.3 EMAS/EMS/ISO14001 For information
only
15.4 Court Proceedings For information
only
16 Quality
16.1 Quality Management For information
System / ISO 9001 only
16.5 IIP For information
only
16.8 Other Awards For information
only
5.5 PQQ responses from potential tenderers which do not pass the "pass/fail"
criteria above will be excluded from further consideration.
5.6 Retention of Information
5.6.1 At least one copy of each potential tenderers‟ completed PQQ will be retained
by the Council.
5.7 Freedom of Information
5.7.1 In accordance with the obligations and duties placed upon public authorities
by the Freedom of Information Act 2000 (the „FoIA‟), all information submitted
to the Council may be disclosed in response to a request made pursuant to
the FoIA.
5.7.2 In respect of any information submitted by Tenderer that it considers to be
commercially sensitive the Tenderer should set out the following information
in Section 17 of this PQQ:
1. clearly identify such information as commercially sensitive;
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2. explain the potential implications of disclosure of such
information; and
3. provide an estimate of the period of time during which the
Tenderer believes that such information will remain
commercially sensitive.
5.7.3 Where a Tenderer identifies Information as commercially sensitive, the
Council will endeavour to maintain confidentially. Tenderers should note,
however, that, even where information is identified as commercially sensitive,
the Council might be required to disclosed such information in accordance
with the FoIA. Accordingly the Council cannot guarantee that any information
marked „commercially sensitive‟ will not be disclosed.
13
6 Organisation Details
6.1 Please use the table below to provide your organisation‟s details
Organisation Name:
Address Line 1:
Address Line 2:
Town/City:
Postal Code:
Phone Number:
Fax Number:
Web site Address:
Date Founded:
Company Registration Number:
Charities or Housing
Association or other registration
number (if applicable)
Please specify registering body
Date of registration
Registered address (if different
from above)
VAT Registration number
Please provide your Unique Tax
Reference Number (formerly
CIS Tax Certificate)
Legal Status e.g. Plc, Ltd,
Charity etc
Has the organisation traded Yes/No (delete as appropriate)
under any other names
Does the organisation
have any outstanding Yes/No (delete as appropriate)
legal actions against it?
If yes please provide details
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6.2 e-Procurement Section
6.2.1 Does your organisation have the facility Yes/No
to receive Electronic orders? (delete as appropriate)
6.2.2 Does your organisation have the Yes/No
facility to create Electronic Invoices? (delete as appropriate)
6.2.3 Does your organisation currently use
Yes/No
punchouts, electronic catalogues or electronic
(delete as appropriate)
marketplaces?
6.3 Please provide details of the person that the council should contact regarding
your reply to this PQQ.
Full Name:
Job Title:
Phone Number:
Fax Number:
Address:
Email:
7 Organisation Structure
7.1 Outline the management structure of your organisation, on a separate sheet,
with specific details of management levels, highlighting the experience and
qualifications of the principal managers who would be employed in providing
this contract.
7.2 Please give below, the address of the office responsible for providing this
contract for the Council will be controlled:-
Address Line 1:
Address Line 2:
Town/City:
Postal Code:
15
8. Conflict of Interest
8.1 Do any of your senior managers or any
employee who would be directly involved with
the proposed provision of this contract have Yes/No
any relatives who are, or have in the last five (delete as appropriate)
years been employed by the Council or are or
have been elected Members of the Council?
8.2 Does your organisation have any
association (either directly or indirectly) with Yes/No
any member or employee of the Council? (delete as appropriate)
If „yes‟, please give details here.
8.3 Have any of the senior members of the
firm (for example a sole trader, partner,
director or company secretary) been involved Yes/No
in any firm which has been liquidated or gone (delete as appropriate)
into receivership?
If „yes‟, give details here.
16
9. Financial Information
9.1 Please provide a copy of your
organisation‟s audited accounts for the last
three years on electronic media e.g. CD, DVD
or memory stick
9.2 Please provide a statement of your
organisation‟s turnover, Profit & Loss and cash
flow position for the most recent period of Information attached?
trading (or part year if full year not applicable)
and an end period balance sheet where this
information is not available in an audited form
Year:……………..
9.3 What was your organisation‟s turnover in £ ………………….
the last three years specifically in the provision
of the works, goods and/or services required by
the Council Year:……………..
£…………………..
Year:…………….
£ …………………
9.4 If your organisation is a subsidiary of a
group the information requested above is
required for both the subsidiary and ultimate
parent company. Where a consortium or
association is proposed the information is
requested for each member company. Parent Yes/No
company and/or other guarantees of (delete as appropriate)
performance and financial standing may be
required if considered appropriate. Please
provide confirmation of your organisation‟s
willingness to arrange for a guarantee or a
performance bond.
9.5 Please provide the name and address of
your organisation‟s banker
9.6 Has your organisation met the terms of its
Yes/No
banking facilities and loan agreements (if any)
(delete as appropriate)
during the past year?
9.7 If the answer to the above is no please
state what were the reasons, and what has
been done to put things right
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9.8 Has your organisation met all its obligations
Yes/No
to pay its creditors and employees during the
(delete as appropriate)
past year?
If the answer to the above question is no, please
explain why not:
10. Insurance
10.1 Minimum covers required by the Council are:
Public Liability £10 million
Employers Liability £10 million
**Copies of all the above insurance policies must be included in this
submission with accounts.
10.2 If you do not currently have the required level of insurance cover please
confirm that your organisation is prepared to meet and maintain the level of
cover required by the Council for the duration of the contract if awarded.
Please tick the relevant box
Yes/No (delete as appropriate)
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11. Technical & Professional Capability
11.1 What resources has your organisation used previously to undertake work of
this type i.e. details of staff, equipment etc including full details of relevant
staff qualifications?
11.2 Please state your organisations experience in providing comprehensive lift
servicing and upgrading together with ongoing responsibility for maintenance
and repair. Relate this experience to at least two similar contracts, detailing
the scope and value of those contracts, to demonstrate your ability to work in
a residential environment.
11.3 Please state how, on previous lift replacement projects, you have worked with
the client and tenants to ensure that access and egress was maintained
throughout the length of the work.
11.4 Give an overview of how you have provided the similar services, bearing in
mind the requirements of the service detailed in Section 2 above, making
particular reference to your organisations experience in delivering a 24/7 call
out service relating to reactive maintenance, breakdowns and passenger
releases.
11.5 Please provide a statement of any of the work which you intend to sub-
contract to another person or company, identifying the sub-contractor and the
relevant works to be sub-contracted expressed both by value and proportion
of contract sum, or proposed proportion (%).
11.6 In the last three years has your organisation:
11.6.1 Had a Contract terminated or been refused the opportunity to re-tender for a
contract?
Yes/No (delete as appropriate)
11.6.2 Been successfully sued for breach of Contract?
Yes/No (delete as appropriate)
11.6.3 Withdrawn from a contract before the agreed completion date?
Yes/No (delete as appropriate)
11.6.4 Do you have any pending court cases?
Yes/No (delete as appropriate)
If you answer YES to any of the above please provide details on a separate
sheet marked clearly with the question number.
19
11.7 Please provide details of three clients who ended their relationship with your
company within the last two years. Using the table below include contact
details, scope of services provided, length of relationship and reason for
cessation of service.
Company Contact Length of Scope of Reason that
Name/No/Email Relationship services relationship
was ended
11.8 Are you an existing or previous supplier to the Council? If so please indicate
the scope of the services that you provide or have provided and the duration
of the relationship along with details of your primary council contact using the
table below?
BHCC Existing or Length of BHCC Scope of
Department Historical Relationship Contact Services
Relationship?
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12. References
12.1 Please provide details of three references with which you have had a contract
of a similar size and characters that proposed by the Council within the last
three years, two of which must be current. If you have a current contract with
the Council, the Council reserves the right to use this as one of the
references.
Reference 1 Reference 2 Reference 3
Name
Organisation
Contract
name
Scope of
contract
Title
Address
Tel. No.
Fax No.
Email
Address
Contract
length
Annual
Contract
Value
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13. Health & Safety
13.1 Is it your policy to require your staff to receive training on health and safety?
Yes/No (delete as appropriate)
13.2 Within the last five years, has your company been subject to any
prosecutions, infringement notices or other actions by the Health and Safety
Executive or Environment Agency in respect of any breach or suspected
breach by your company of health and safety or environmental or equivalent
legislation? If ‟yes‟, please enclose full details here of the nature of the notice
or action (etc.) and of any remedial steps subsequently taken by your
organisation.
Yes/No (delete as appropriate)
Please note that we may check the prosecutions and notices databases. A
prosecution or enforcement notice will not automatically disbar a potential
tenderer from working for the Council. However failure to disclose such facts
may be taken as an indication of the unsuitability of that potential tenderer.
13.3 Responsibility & Structure
13.3.1 Please state the name and position of the person with overall responsibility for
health and safety in your organisation together with details of experience and
any relevant qualifications.
Name
Position in
Organisation
13.3.2 Please state the name and position of the person (if different to above)
appointed to provide health and safety advice as required by Regulation 7 of
the Management of Health & Safety Work Regulations 1999, together with
details of experience and any relevant qualifications.
Name
Position in
Organisation
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13.3.3 It is a policy of the Council that all contractors must be registered and
compliant under the CHAS scheme. Should the company be shortlisted for
this tender it will become a condition of the contract that the tenderer obtains
CHAS approval and registration and maintain this registration for the life of the
contract.
Do you agree to this condition?
Yes/No (delete as appropriate)
Please visit the CHAS web site www.chas.gov.uk and on the home page click
on the prompt “To access the CHAS application forms and standards click
here”. You can select the relevant form to download and print off. Send the
completed form(s), together with any supporting documentation, to the
following address:
CHAS
Safety Department
Merton Civic Centre
London Road, Morden
Surrey, SM4 5DX
If you do not have access to the internet or have any further questions please
call the CHAS administrator on 0208 545 4858/ 3838
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14. Inclusion & Diversity
14.1 Does your organisation have policies in
YES/NO
place relating to equal opportunities,
(delete as appropriate)
discrimination and harassment?
14.2 Does your organisation have systems in YES/NO
place to monitor harassment in the work place? (delete as appropriate)
14.3 Does your organisation have a policy or
YES/NO
procedure in place to deal with alleged
(delete as appropriate)
harassment incidents?
14.4 In the last three years, has any adverse
finding been made against your organisation by
an Employment Tribunal, Employment Appeal
YES/NO
Tribunal or any court, (or in comparable
(delete as appropriate)
proceedings in any other jurisdiction) in relation
to any claim made by your employees, former or
potential employees?
If the answer the question above is yes please
give details
14.5 In the last three years has your
organisation been the subject of formal YES/NO
investigation by any statutory body in relation to (delete as appropriate)
your employees?
If the answer to the above question is yes
please provide details of the relevant statutory
body which investigated, including any adverse
finding against your organisation (if appropriate)
and what steps your organisation has taken as a
result of any such investigation and/or finding?
14.6 Is your policy relating to equal opportunities
and discrimination set out in:
14.6.1 Instructions to those concerned with
YES/NO
recruitment, selection, remuneration, training
(delete as appropriate)
and promotion?
14.6.2 Documents available to employees,
YES/NO
recognised trade unions or other representative
(delete as appropriate)
groups of employees?
14.6.3 Recruitment advertisements or other YES/NO
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literature? (delete as appropriate)
14.7 Are your staff with supervisory/managerial
responsibilities required to receive training on YES/NO
equal opportunities, discrimination and (delete as appropriate)
harassment issues
14.8 Does your organisation carry out equal YES/NO
opportunities monitoring? (delete as appropriate)
If the answer to the above question is yes, which
categories does your organisation use for
monitoring your workforce and applicants for
employment?
15. Sustainability
15.1 Does your organisation have a board or
YES/NO
staff member with specific responsibility for
(delete as appropriate)
environmental/sustainability matters?
15.2 Does your organisation have an YES/NO
environmental/sustainable policy? (delete as appropriate)
15.3 Has your organisation an environmental
YES/NO
management system in place? EMAS or hold
(delete as appropriate)
ISO 14001 ?
15.4 In the last three years has your
organisation been subject to any court YES/NO
proceedings related to breaches of (delete as appropriate)
environmental legislation?
If the answer to the above question is yes
please provide details and what steps your
organisation has taken as a result of that
finding?
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16. Quality
16.1 Does your organisation have ISO
YES/NO
9001 or equivalent? (if yes please
(delete as appropriate)
provide a copy of the certificate)
16.2 If the answer to the above is no, is
YES/NO
the organisation actively pursuing
(delete as appropriate)
ISO9001 Certification (or equivalent)?
16.3 Target date for certification
16.4 Please details the services covered
by registration
16.5 Do you have Investors in People YES/NO
(IIP) or equivalent? (delete as appropriate)
16.6 If the answer to the above is no, is
YES/NO
the organisation actively pursuing IIP
(delete as appropriate)
accreditation or equivalent?
16.7 Target date for certification
16.8 What other quality
awards/qualifications does the
organisation have relevant to the Service
Overview?
26
17. Freedom of Information
17.1 In accordance with 5.7, please submit your response below.
27
18. Declaration
18.1 I confirm that the information supplied is truthful and accurate and I have
authority on behalf of the company to make this declaration. I understand that
any information which is subsequently to be found to be inaccurate or not
factual may preclude my organisation from this and any future tender with the
Council.
18.2 If a contract has been entered into, which relied on the truthfulness of the
information supplied and this subsequently shown to be inaccurate, then the
contract may become invalid. Notwithstanding any other legal remedies the
Council reserves the right to terminate any such contract and to recover any
costs and expenses associated with the tendering letting and re-letting of the
contract.
Signed for and on behalf of
the Organisation:
Signed:
Position/Status in the
Organisation:
Organisation‟s name:
Organisation‟s address:
Date:
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