PQQ _ Pre-qualification questionnaire_ by nuhman10

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									                                          Canterbury City Council

         Automatic Door Maintenance Contract 1 April 2011- 31 March 2016
                         Within the Canterbury District

        MAIN CONTRACTOR PRE-QUALIFICATION QUESTIONNAIRE (PQQ)

Any Contractor wishing to be considered for inclusion in the quotation process for the
provision of the Automatic Door Maintenance Contract is required to complete this
questionnaire. A Contractor’s eligibility to proceed to the next stage will depend upon
the responses given within this questionnaire. Please complete all questions. For the
avoidance of doubt, failure to return completed questionnaires and all requested
supporting information by the stated date WILL result in your exclusion from the
quotation process. Once the completed PQQs have been received and evaluated by
the Client team, a shortlist of not more than 6 contractors will be collated from the
highest scoring PQQ’s, and invited to quote.

Submissions should be one hard copy and one electronic version (CD ROM) of the
PQQ. Additional pages can be submitted to clarify your answers. Please ensure
these are numbered accurately.

The date for submission of this PQQ is no later than 13:00 hrs on Monday 10
January 2011

Please return to:
Procurement Section,
Canterbury City Council,
Military Road,
Canterbury CT1 1YW

If you have any queries about this PQQ please contact:
Joanne Barton,
Strategic Procurement Officer,
email: procurement@canterbury.gov.uk or Telephone 01227 862362

If you have any queries about this project please contact:

David Tanner
Building Services Surveyor
email: david.tanner@canterbury.gov.uk
Phone 01227 862482

Corrupt Practices – Gift and Inducements

Contractors should be aware that it is a criminal offence under sub-section 2 of
Section 117 of the Local Government Act 1972 for an officer of a local authority to
accept any fee or reward whatsoever other than his/her proper remuneration. Please
refer to our website for our Anti-fraud/Corruption and Whistleblowing policy.




Pre-Qualification Questionnaire Automatic Door Maintenance

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Contract Details:

This is a Fixed Price 5 year Contract reviewed and orders placed annually with the
option of extending for a further 2 years subject to satisfactory performance. The
Council do not bind themselves to accept the lowest or any quotation, or pay for the
preparation of any such Quotation.

1. General Requirements

The Contractor shall fully maintain, service and repair to the Plant in
complete compliance with BS7036: 1996 Code of Practice for Safety at Powered
Doors for Pedestrian Use.

The Contractor will comply with 17th Edition of the IEE Regulations BS7671: for
all electrical works

The Contractor shall service the Plant to the relevant manufacturer’s specification using
 competent engineers, including all maintenance necessary for the efficient and safe
operation of such appliances, associated systems and the provision of all component
parts.

The Services shall include routine maintenance, servicing, repair and examination,
testing of plant and ancillary equipment of the following,

                   Doors, associated screens, frames, surrounds and barriers.

                   Maintenance of all installed motors, gearing and runners.

                   Maintenance/repairs of associated control panels, operating devices and
                   switching equipment.

                   Continual lubrication/greasing and cleaning where appropriate of all moving
                   parts.

This will be throughout the sites, and the doors listed on the schedule: The schedule
will be issued to those invited to quote.


The Contractor shall also include for a Safety Inspection certificate on each and every site.

The Contractor shall provide a twenty four hour (24), year round, breakdown, call
 out service by competent engineers for the Contract Period to repair any breakdown,
or malfunction of the Plant.

A detailed specification will be sent to those invited to quote.




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                                                   CONTENTS


                                                                               Page
A.                    ORGANISATION PROFILE                                      3
B.                    GROUNDS FOR EXCLUSION                                     5
C.                    INSURANCE                                                 8
D                     FINANCIAL INFORMATION                                     9
E.                    HEALTH AND SAFETY                                        10
F.                    EQUALITY AND DIVERSITY                                   14
G.                    TECHNICAL CAPACITY                                       15
H.                    UNDERTAKING                                              21




MAIN CONTACT DETAILS:
Please provide the following details of your main contact for this expression of
interest, and who we may contact for further information if required.


 Contact name:


 Contact's position:


 Contact's telephone
 number:


 Contact's fax number:


 Contact’s email address:




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PRE-QUALIFICATION QUESTIONNAIRE

A.         ORGANISATION PROFILE

 NOTE TO ORGANISATION:
 Questions A1 to A7b and A7d are required for information purposes only.
 Question A7c,A8a, A8b, A9 is a Pass/Fail question

Please provide the following details:

A1.        Business name:



A1a        Company Registration Number



A2.        Registered or trading name if different:



A3a        Type of organisation (e.g. private limited company, partnership, sole trader):



A3b.       Indication of the principal areas of business activity of your organisation




A4a.       Registered address:




A4b.       Correspondence address if different from the above:




A5a.       Name of ultimate holding/parent company and registration number, if
           applicable:




A6.     If you have included details of an ultimate holding/parent company above
would this company be willing to guarantee your contract performance and enter into
any requisite legal documentation?

 YES/NO (delete as appropriate)

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A7a        What percentage of this contract would you let to sub- contractors
           (If over 10% answer question A7b)

A7b        List all the work areas in detail of this contract, you propose to sub contract.
           Please detail your sub-contracting partners




A7c     Can you confirm that all your sub contractors work to the same Health and
Safety, Environmental, Equality and Diversity standards as yourselves

 YES/NO (delete as appropriate)


A7d        Please advise the average number of days taken for payment to your sub
           contractors



A8a    Please confirm your company/ sub contractors will comply with BS7036:
1996 Code of Practice for Safety at powered doors for pedestrian use

 YES/NO (delete as appropriate)

A8b     Please confirm your company/ sub contractors will comply with 17th Edition of
the IEE Regulations BS7671: for all electrical works

 YES/NO (delete as appropriate)


A9 Please confirm you are able to achieve the following call out times?


 24 hours 7 day a week telephone contact                         Yes   /       No
 including bank and public holidays. A Telephone
 answering service is acceptable ;an automated
 telephone answering machine is not.

 Urgent work – 2 hours
                                                                 Yes   /       No

 Work of a less urgent nature – 24 hours                         Yes   /       No

 Where urgency is not the main criteria – 7 days                 Yes   /       No


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B.         GROUNDS FOR EXCLUSION

 NOTE TO ORGANISATION:
 These sections will be evaluated on a pass/fail basis.

B1.        Mandatory Grounds

Please confirm that, to the best of your knowledge, the organisation named above is
not in breach of the provisions of Regulation 23(1) of the Public Contracts
Regulations 2006 as summarised below.

The organisation (or its directors or any other person who has powers of
representation, decision or control of such organisation) has not been convicted of
any of the following offences:-

 Conspiracy within the meaning of section 1 of the Criminal Law Act
                                                                           YES/NO
 1977 where that conspiracy relates to participation in a criminal
                                                                          (Delete as
 organisation as defined in Article 2(1) of Council Joint Action
                                                                         appropriate)
 98/733/JHA;or

 Corruption within the meaning of section 1 of the Public Bodies           YES/NO
 Corrupt Practices Act 1889 or section 1 of the Prevention of             (Delete as
 Corruption Act 1906; or                                                 appropriate)
                                                                           YES/NO
 The offence of bribery or fraud                                          (Delete as
                                                                         appropriate)
                                                                           YES/NO
 Money laundering within the meaning of the Money Laundering
                                                                          (Delete as
 Regulations 2003; or
                                                                         appropriate)
                                                                           YES/NO
 Any other offence within the meaning of Article 45(1) of the Public
                                                                          (Delete as
 Sector Directive.
                                                                         appropriate)

 If you have answered YES to any of the above, please give details below,
 including any action taken to resolve the situation.




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B2.        Discretionary Grounds

Please confirm the following statements or give details if you answer no to any of the
questions.

The organisation (or its directors or any other person who has powers of
representation, decision or control of such organisation) Confirms that:-

 Being an individual he is not bankrupt or has not had a receiving
 order or administration order or bankruptcy restrictions order made
 against him or has not made any composition or arrangement with
 or for the benefit of his creditors or has not made any conveyance or
 assignment for the benefit of his creditors or does not appear able to
                                                                            YES/NO
 pay or to have no reasonable prospect of being able to pay, a debt
                                                                            Delete as
 within the meaning of section 268 of the Insolvency Act 1986, or
                                                                           appropriate)
 article 242 of the Insolvency (Northern Ireland) Order 1989, or in
 Scotland has not granted a trust deed for creditors or become
 otherwise apparently insolvent, or is not the subject of a petition
 presented for sequestration of his estate, or is not the subject of any
 similar procedure under the law of any other state; or

 Being a company or any other entity within the meaning of section
 255 of the Enterprise Act 2002 has not passed a resolution or is not
 the subject of an order by the court for the company’s winding up
 otherwise than for the purpose of bona fide reconstruction or               YES/NO
 amalgamation, or has not had a receiver, manager or administrator          (Delete as
 on behalf of a creditor appointed in respect of the company’s             appropriate)
 business or any part thereof or is not the subject of the above
 procedures or is not the subject of similar procedures under the law
 of any other state; or
                                                                             YES/NO
 Been convicted of a criminal offence relating to the conduct of his
                                                                            (Delete as
 business or profession; or
                                                                           appropriate)

 If you answer No to any of the above, please give details below, including any
 action taken to resolve the situation.




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C.         INSURANCE

 NOTE TO ORGANISATION:
 This section is for information purposes - the details of which have to be
 adhered to


C1.       The minimum insurance levels for this contract are listed below. If you do not
          have this level at the time of application, you will be required to provide
          evidence of this prior to the contract being signed.


                                                                                Current levels of
                                                             Currently held
                                                                              insurance attached
 Public liability £5 million                                     YES/NO            YES/NO

 Employers liability £10 million                                 YES/NO            YES/NO


Please provide evidence of insurances currently held.




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D.         FINANCIAL INFORMATION

 NOTES TO ORGANISATION:

 1. We will seek evidence relating to the questions below. Canterbury City
 Council will use the services of an independent third party to assess your
 financial standing, this could result in a fail score – Pass/Fail

D1.      State your turnover for the last two financial years

                         £ ……..……… for year ended
                          __ / __ / ____

                         £ ……..……… for year ended
                          __ / __ / ____

D2.      Has your organisation met the terms of its banking facilities and loan
         agreements (if any) during the past year?

 YES/NO (delete as appropriate)
If the answer to the above question is no, what were the reasons, and what has been
done to put things right?




D3.    If you have not submitted full accounts within the appropriate timescales to
Companies House or, you are a small company and are not required to lodge full
accounts with Companies House:

YOU MUST submit copies of your two most recent accounts, audited if applicable or,
if trading for less than 2 years, a copy of your most recent accounts and Accountant’s
Reference.

(We have access to accounts lodged at Companies House so where full accounts
have been submitted within statutory deadlines, copies are not required)

Declaration

 I confirm that full accounts have been lodged with Companies                Yes
 House within statutory deadline.

Or

 I have not lodged accounts within statutory deadline / I only               Yes
 lodge abbreviated accounts / I am new company, therefore, I
 enclose accounts as described above



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E.         HEALTH AND SAFETY


 NOTE TO ORGANISATION:
 This section will be evaluated on a pass/fail basis with the exception of E1, E2
 which is for information only

Responsibility & Structure

E1.       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

 Name
 Position in
 Organisation

E2.       How many persons does your organisation normally employ?




E3.    If this work is going to be sub-contracted, please evidence how the person
named in E1 monitors and ensures that all sub contractors adhere to your companies
Health and Safety policy and procedures?




E4.        Does your organisation (not individuals within it) have current membership of
           any trade associations, safety organisations, registration with or accreditation
           by any accrediting bodies, for example, CHAS (Contractors Health and
           Safety Assessment Scheme) or equivalent?

 YES/NO (delete as appropriate)

If the answer is yes, provide details, using full names of associations, bodies and any
applicable registration number. Please do not use abbreviations.




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 NOTES TO ORGANISATION:
 1. Organisations are informed that the Council operates a policy that an
    organisation will pass the Council’s Health and Safety requirements on
    the basis that they participate in the relevant Contractor Health and Safety
    Assessment Scheme (CHAS) (“Scheme”)
 2. Organisations will therefore not have to complete the remainder of the
    Health and Safety section of this Pre-Qualification Questionnaire, if they
    participate in this Scheme. Organisations who do not participate in the
    Scheme are required to complete the remainder of the Health and Safety
    section of this Pre-Qualification Questionnaire.

    PLEASE DO NOT COMPLETE THIS SECTION IF YOU PARTICIPATE IN THE
                          CHAS SCHEME


Policies and Procedures

E5.        Does your organisation have a written Health and Safety Policy (covering
           General Policy, Organisation and Arrangement) as required by Section 2(3)
           of the Health and Safety at Work etc Act 1974 and issue any codes of safe
           working practices to workforce?

 YES/NO (delete as appropriate)
 Please enclose the policy


E6.        Please state how health and safety policies and procedures are
           communicated to your workforce and administered within your organisation




E7.        Does your organisation have a procedure for the reporting and recording of
           accidents and dangerous occurrences in accordance with RIDDOR?

 YES/NO (delete as appropriate)


E8.        Have you enclosed a copy of your procedure for accident reporting, recording
           and investigation?

 YES/NO (delete as appropriate)




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E9.        Please complete the following table in respect of accidents and dangerous
           occurrences as set out below.

                                   Major Injury
                                                  Non-      Dangerous     Reportable        Near
Year                  Fatal        or “Over 3-
                                                Reportable Occurrences     ill-health      Misses
                                      Day”
This year
Last year
Year before
last

E10.       During the last five years, has your organisation been subject to formal
           enforcement (e.g. Prosecution, Prohibition Notice or Improvement Notice) for
           contravention of the Health and Safety at Work etc Act 1974, or equivalent
           legislation arising from your conduct of activities similar to those covered by
           this contract?

 YES/NO (delete as appropriate)

If the answer is yes, please provide full details and explain corrective action taken to
prevent re-occurrence




E11.       Does your organisation have Risk Assessment Procedures in place for all
           work activities as required by the Management of Health and Safety at Work
           Regulations 1999 and associated legislation?

 YES/NO (delete as appropriate)

If the answer is yes, please supply 2 examples of risk assessments and safety
method statements for work activity undertaken within the last 12 months. This
should include manual handling, COSHH or others that are relevant to your work
activities.

 Copy of above enclosed if appropriate,
                                                                  Yes         No
 (circle relevant answer)

E12. Does your organisation have a health and safety training programme for your
workforce to ensure that they are competent for their duties?

 YES/NO (delete as appropriate)

If the answer is yes, please enclose brief details of training courses or programmes
undertaken by managers and workforce


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E13.       Does your organisation have arrangements in place for consultation with
           workforce on health and safety matters?

 YES/NO (delete as appropriate)


E14.       If your organisation uses sub-contractors, do you have a system in place for
            assessing their competence and the ongoing monitoring and review of their
            Health and Safety performance?

 YES/NO (delete as appropriate)

If the answer is yes, please provide details




E15.       Do you have a system in place for monitoring your Health and Safety
           arrangements including auditing them at periodic intervals and for reviewing
           them on an ongoing basis?

 YES/NO (delete as appropriate)

If the answer is yes, please provide details including examples




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F.           EQUALITY AND DIVERSITY

 NOTES TO ORGANISATION:
 1. This section will be evaluated on a pass/fail basis

 2. We will seek evidence relating to the questions below, if required

F1.        Does your organisation comply with its legal obligations relating to the
           following?

 Race                                                             YES/NO (delete as appropriate)
 Sexual Orientation                                               YES/NO (delete as appropriate)
 Disability                                                       YES/NO (delete as appropriate)
 Age                                                              YES/NO (delete as appropriate)
 Religion or Belief                                               YES/NO (delete as appropriate)
 Gender                                                           YES/NO (delete as appropriate)
 NOTE TO ORGANISATION:
 You must keep up to date with relevant changes in legislation.

F2           Does your organisation have an Equality & Diversity policy?

 YES/NO (delete as appropriate)

F3.          In the last three years has any finding of unlawful discrimination been made
             against your organisation by any court or industrial or employment tribunal?

 YES/NO (delete as appropriate)

F4.          In the last three years has your organisation been the subject of a formal
             investigation on grounds of alleged unlawful discrimination by, for example,
             the Commission for Racial Equality (CRE), Disability Rights Commission
             (DRC), Equal Opportunities Commission (EOC) or Equality and Human
             Rights Commission (EHRC)?

 YES/NO (delete as appropriate)

If the outcome of either of the last two questions (above) was yes, please clarify:
           a. what action were you required to take as a result of that finding or
              investigation
           b. What action you actually took
           c. If you were required to take action and did not, explain why.
           d. Whether your chosen course of action satisfied the relevant organisation




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G.         TECHNICAL CAPACITY

WORKS

G1.         Please provide details of relevant experience of works similar in size, value,
            nature, and complexity to those required under this contract for works within
            the past five years. If any of the elements were in partnership this must
            be clearly identified below.

            Information on your experience of working within the areas of routine
            maintenance, servicing, examination and testing of plant and ancillary
            equipment in the areas detailed above (see page 2). For each project clearly
            state the dates during which the contract was undertaken, the contract value
            and details of the client organisation as well as providing a clear description
            of the works.

 NOTE TO ORGANISATION:
 Questions G1 to G4 carry a maximum score of 95 points out of a total 100

                Contract Description, and Company
   Dates                                                          Client         Value
                           Involvement




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G2        Sub Contractors

          Please outline your selection, monitoring process, supervision/management
          of sub contractors.




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G3 Please detail your experience of dealing with routine maintenance/servicing,
examination and testing of plant and ancillary equipment.




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G4. Please give further detail using one of the contracts in G1 above to show how:-


        How unexpected problems were resolved during the term of the contract
        How emergencies were dealt with to keep within specified call out times




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 NOTE TO ORGANISATION:
 This section is evaluated on a Pass/Fail with the exception of
 G5b where 5 points can be awarded


G5 Quality Management

In order to assess quality systems, applicants are required to complete the questions
below.

G5a. Does your organisation operate, to a Quality Management Policy?

 YES/NO (delete as appropriate)

 G5b. Is the Quality Management System certified to a recognised standard by a third
party certification body (e.g. ISO9001:2000 or service specific equivalent)?

 YES/NO (delete as appropriate)
If the answer to this question is yes, please tick the box to
confirm a copy of the certificate is enclosed:

G6 Business Continuity

G6a. Has your organisation ever had a contract terminated within the last 3 years?

  YES/NO (delete as appropriate)
If the answer is yes, please provide full details:



G6b       Has your organisation withdrawn from a contract prematurely within the last 3
          years?

 YES/NO (delete as appropriate)

If the answer is yes, please provide full details:




G6c        Has your organisation, any outstanding claims, or, had any litigation against
          it in the last 3 years?

 YES/NO (delete as appropriate)

If the answer is yes, please provide full details




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Environment /Sustainability

The Council is committed to protecting the environment and ensuring a better quality
of life for everyone now and for future generations. Organisations are required to
complete the Environmental Questionnaire below.

G7.     Does your organisation have an environmental and waste management
policy?

YES/NO (delete as appropriate)


G8.     Has your organisation ever failed to fulfil the environmental requirements of
a previous contract?

YES/NO (delete as appropriate)

If the answer to the above question is yes, what steps has your organisation taken to
ensure this does not happen when performing contracts in the future?




H.          REFERENCES

Please provide details of three references from your companys’ clients for the
contracts mentioned in question G. We will contact these companies to confirm the
information provided within this questionnaire.

                         Reference 1                          Reference 2   Reference 3
Name


Title


                         Reference 1                          Reference 2   Reference 3
Address




Tel. No.


Email
Address

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I.         UNDERTAKING

When you have completed the PQQ, please ensure that:

1. You have answered all the questions;
2. You have provided all documents requested;
3. You have read and signed the undertaking below.

I certify that the information supplied regarding the company is accurate to the best of
my knowledge and that I accept the conditions and undertakings requested in the
Pre-Qualification Questionnaire. I understand and accept that false information could
result in rejection of the application to be selected to take part in the quotation
process.

I also understand that it is a criminal offence, punishable by imprisonment, to give or
offer any gift or consideration whatsoever as an inducement or reward to any servant
of a public body. I also understand that any such action will result in rejection of our
application to take part in the tender procedure and empower the Council to cancel
any contract currently in force.

I understand and agree that if our quotation is successful that my company will
purchase all insurances as required if such insurance is not already held.

NB This undertaking is to be signed by a Partner, Director or authorised
representative i.e. in their name on behalf of the Organisation.

 Signed for and on behalf of
 the Organisation:

 Signed:

 Organisation’s name:

 Organisation’s address:

 Date:




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