Foyle Port

Invitation to Tender

PROVISION OF SERVICE / MAINTENANCE AGREEMENTFOR CCTV SYSTEMS

NOTE: Three bound paper copies and one e-copy (CD or Pen Drive) of Tenders must be received by

4pm on Friday 29nd May 2020 Any queries must be sent to the contact address given in section 17 of the Invitation to

Tender by the deadline specified.

INVITATION TO TENDER

FOYLE PORT CCTV PROVISION OF SERVICE / MAINTENANCE

You are invited to tender for the above contract. The Invitation to Tender (ITT) consists of the following documents which contain the elements listed underneath:

Document Name Instructions & SpecificationPart 1 – Instructions to Suppliers Information OnlyPart 2 – Specification Information OnlyPart 3 – Selection Schedule Information & CompletionPart 4 – Forms & Certificates Information & Completion

You are required to hold all information pertaining to this tender confidential and to limit the dissemination of information within your organisation on a need-to-know basis.

Your tender must be received by 4pm on Friday 29nd May 2020 . It is our intention to complete our quotation evaluation and appoint the successful organisation as soon as possible. The project is to be completed within a timeframe agreed by both parties.

PART 1 – INSTRUCTIONS TO SUPPLIERS

1. Introduction

Foyle Port wish to appoint competent CCTV Installer:

To provide a comprehensive Service and Maintenance plan for all CCTV systems operating within the Foyle Port Estate

Provide a fault reporting protocol which must have a named single point of contact for fault reporting both during normal working and outside normal working hours (including all public and bank holidays)

Submit a design proposal for a phased upgrade of the existing analogue CCTV system to digital. This must include an estimate of costs involved.

2

2. Contents of the ITT

The quotation is to be made strictly in accordance with the requirements of this ITT which, together with any addenda that is issued, are together referred to as the ITT.

3. Return if not making a submission

If, after receipt of this package, the supplier decides not to submit a quotation, the ITT package must be deleted and not passed on to any third party and we would be grateful if you would complete and return the attached unable to quote form in the envelope provided.

4. Information to be provided

Tenderers should provide a brief description of the overall organisation of their company. Tenderers must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles in the project briefly described.

Tenderers should provide this general background information: Company Address Contact person (s) Year established and company background Account experience Number of customers currently being serviced Comprehensive list of available services Provide any additional background information

Tenderers must complete and return all relevant assurance and declaration forms.

5. Completion and Submission of ITT Documentation

3

All documents enclosed should be completed as directed. Three bound paper copies and one e-copy (CD or Pen Drive) of all quotation documentation must be submitted. Completed submissions should be returned in an envelope marked "CCTV Service and Maintenance" to arrive no later than by 4pm on Friday 29th May 2020 to:

George CuthbertFoyle Port Port RoadLisahallyLondonderryBT47 6FL

Your envelope should bear no information that would identify the submitting organisation.

NB that:

Documents must be formally submitted prior to the final submission date, in order to be considered for evaluation.

Late Tenders will not be considered.

All submissions must be in the English language.

Quotations must be fully compliant with the requirements detailed in the Tender documentation.

All prices entered in the pricing schedule or other documents must be exclusive of VAT and in pounds sterling.

Quotations may be rejected if the required information is not given at the time of closing date for submissions.

6. Costs and Expenses

Foyle Port shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals. It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders.

Tenderers are put on notice that they may be required to attend the Foyle Port, Port Road, Lisahally, Londonderry, BT47 6FL for procedural and technical presentations and/or interviews during the process of tender evaluation at no charge to Foyle Port

4

7. Period of Validity

Suppliers are required to keep their quotations valid for acceptance for a period of 90 days

8. Independent Quotation

By submission of a quotation, the Supplier warrants that:

1. The prices in the quotation have been arrived at independently, without consultation, communication, agreement or understanding for the purpose of restricting competition, as to any matter relating to such prices, with any other supplier or with any competitor.

2. Unless otherwise required by law, the prices which have been quoted in the quotation have not knowingly been disclosed by the Supplier, directly or indirectly, to any other supplier or competitor, nor will they be so disclosed.

3. No attempt has been made or will be made by the Supplier to induce any other person or firm to submit or not to submit a quotation for the purpose of restricting competition.

9. Modification by Foyle Port

All requests for clarification or further information in respect of this invitation to quote, or any questions about the procurement process, should be submitted via email to reviewcctv@virginmedia.com no later than 4pm on Friday 29th May 2020

Any advice of a modification to the ITT shall be issued before the quotation closing date and shall be issued as an addendum to, and shall be deemed to constitute part of, the ITT. If necessary, Foyle Port shall review the quotation closing date in order to comply with this requirement. Except under exceptional circumstances no extension of time and date by which the quotation must be submitted will be granted.

10. Treatment of Quotation

5

Foyle Port do not undertake to accept the lowest quotation, or part, or all of any quotation, and the acknowledgement of receipt of any submitted quotation shall not constitute any actual or implied agreement Foyle Port Commissioners and the Supplier Foyle Port reserves the right to accept any part, all or none of any quotation at its sole discretion.

No part of a quotation submitted will be returned to the Supplier.

Quotations may not be considered if the complete information called for is not given prior to the deadline for submitting a quotation.

Foyle Port will consider all quotations correctly submitted and will select one or more with a view to reaching a contractual agreement subject to clarification of any outstanding matters. When the final decision on the results of the ITT has been taken, all Suppliers will be informed in writing whether they have been successful. No other information shall be given on the progress of the ITT; however unsuccessful Suppliers may request a de-briefing, which will be provided by an officer of Foyle Port.

11. Canvassing

Any Supplier who directly or indirectly canvasses any official of Foyle Port concerning the award of contract or who directly or indirectly obtains or attempts to obtain information from such official concerning the proposed or any other quotation will be disqualified. This should not, however, deter any supplier seeking clarification in relation to the quotation.

12. Assumptions

Suppliers must not make assumptions that Foyle Port has experience of their organisation or their service provision even if on a current or previous contract. Suppliers will only be evaluated on the information provided in their response. Embedded documents or hyperlinks must not be used.

13. Data Protection Policy6

The Contractor shall take such technical and organisational measures as are necessary to comply with the seven data protection principles set out in Part 1, and amplified in Part 11, of Schedule 1 to the Data Protection Act 1998 and the principles set out in the General Data Protection Regulations (GDPR).

14. Confidentiality

The Contractor shall take all necessary precautions and all measures, which are deemed necessary to ensure confidentiality.

(a) is given only to such of its staff and professional advisors or consultants engaged to advise it in connection with the Agreement as is strictly necessary for the performance of the Agreement and only to the extent necessary for the performance of the Agreement.

(b) is treated as confidential and not disclosed (without prior approval) or used by such staff or professional advisors or consultants otherwise than for the purposes of the Agreement.

15. Pre-Selection Interviews / Presentations

Tenderers are put on notice that they may be required to attend the Foyle Port, Port Road, Lisahally, Londonderry, BT47 6FL for procedural and technical presentations and/or interviews during the process of tender evaluation at no charge to Foyle Port.

16. Evaluation Criteria

A two-stage evaluation will take place, stage one contains mandatory Pass/Fail Criteria, the second stage of the assessment process will be as detailed in section 16.3

16.1 Award of Contract

Foyle Port will consider each quotation that represents best value and most economically advantageous.

Technical Qualifications and accreditations Pass/Fail Tenderers must be complacent with The Private Security Services Act 2004and hold the necessary license to operate in the Republic of IrelandTenderers must provide a copy of all relevant certification

7

Insurances Pass/Fail

Tenderers must provide evidence of appropriate Employer’s Liability (£5 million) Public Liability (£5 million) Insurance. Copies of the relevant insurance documents should be submitted along with the quotation. Please note insurances must be current at the time of application and the successful applicant will be required to

hold these levels of insurance throughout the contract.

Economic & Financial Standing Pass/Fail

Tenderers must provide the following:

A formal statement from your Bank or Auditor on the company’s financial standing over the last three years. Please note that this statement must be as recent as possible and dated no earlier than 1st April 2017 Undated statements will not be accepted and may render your submission ineligible

A full copy of your company’s audited accounts for the last three years A full copy of your company’s unaudited accounts for your most recent financial year.

Health and Safety Pass/Fail

Tenderers must provide a copy of their Company’s Health and Safety Management System along with roles and responsibilities, this should be accompanied by all relevant certificates

16.2 Award of Contract

Foyle Port will consider each quotation that represents best value and most economically advantageous.

16.3 Evaluation

All tender responses that have passed selection at Phase 1 described above will progress to quality assessment. All tender responses will be evaluated and scored on quality assessment out of a maximum of 1000 weighted marks, as detailed below.

Quality Submission Maximum Marks Weighting Maximum Weighted ScoreCost 10 40 400

Relevant Experience 10 30 300Methodology 10 20 200

Demonstration of an Understanding of the

project10 10 100

8

Please note that each of the quality criterion have individual weightings, which will be applied to each of the quality criterion once that criterion has been marked out of 10. Tenderers are asked to consider these weightings carefully and to ensure that their responses specifically deal with the requirements specified.

Tenderers should note the following approach to quality assessment: Marks will be deducted for incomplete, inaccurate or insufficiently detailed responses. Marks will be deducted where not all parts of the question has been answered. Where a question requests specific details be provided in response to a question,

tenderers should take care to address all elements of that question and unless otherwise indicated, all elements of a question are allocated equal weighting.

Except where expressly indicated in a quality question in the Quality Submission, each quality criterion will be scored by the Contracting Authority's evaluation panel from 0-10 based on the following guide:

Assessment ScoreAn excellent response which exceeds the requirements in a very comprehensive manner 10 ExcellentA response which meets the requirements in a comprehensive manner

7-9 GoodA response but minor concerns expressed by the Assessment Panel on some aspects 5-6 Adequate

The response supplied presents some concerns that the tenderer may not be able to deliver the requirements and / or that the proposed solution may not be suitable

3 - 4 Poor

A response which suggests the applicant will have serious difficulties meeting the requirements or no information is provided 1 - 2 Unsatisfactory

9

Stage 2 Award Stage 100%

Submissions that have satisfied all the above requirements will be evaluated on the following award criteria:

Cost Weighting 40%

Proposals must include a fixed lump sum for this project, including all programme costs, a detailed costs breakdown, rates per day and details of expenses.

Relevant Experience Weighting 30%

Company Experience

The proposed organisation must provide 3 examples in the last 3 years of carrying out similar projects/campaigns. To satisfy this criteria detail of start date, end date and details of each similar project undertaken by the organisation must be provided.

Project Team Experience

Tenderers must provide 2 examples, per team member, of completing similar projects within the last 3 years. Examples given must include, but is not limited to, information on the nature of the work completed and the duties carried out by the concerned team member, the client involved, and the project start and completion dates, cost of project.

Methodology Weighting 20%

Please provide a detailed programme clearly showing the key activities, dependencies, deliverables and outputs required to successfully deliver this assignment.

This should include a full breakdown of the timescales proposed for this contract in relation to each proposed task, and should include the programme’s start date, any critical path (if appropriate), milestones, key decision points, detailed tasks etc.

Where input is required from the Client and/or other parties to facilitate delivery of the commission, these need to be clearly identified and shown on the programme.

Demonstration of an Understanding of the project Weighting 10%

Tenderers should demonstrate their understanding of the brief along with the aims and objectives of the project.

Tenderers will be bound by the prices submitted in their Price Submissions.

Upon completion of Phase 1, and 2, tenderers will be ranked in order of marks scored out of a total

10

1000 in terms of the 'most economically advantageous tender'. The highest-ranking tenderer will, subject to the terms set out herein, be awarded the Contract.

The Contracting Authority reserves the right to request clarification of tenders submitted. The Contracting Authority is not bound to accept the lowest or any tender. The Contracting Authority also reserves the right to accept any tender in whole or part thereof.

17. Contact Details

The only method for clarification or further information in respect of this invitation to quote, or any questions about the procurement process should be submitted by email to reviewcctv@virginmedia.com by 12pm on Friday 22nd May 2020. N.B. The response by Foyle Port as well as the nature of the query will be notified to all tenderers, without disclosing the name of the tenderer who initiated the query. On no account before the quotation date is the tenderer to contact or communicate with any other person involved in work concerning this quotation unless Foyle Port redirects the enquiry.

18. Format of Tender

Those interested in tendering for this project should submit a tender document comprising of:

Evidence of experience including references of track record of similar type projects Company details as per section 4 of Instructions to Tenderers Schedule of rates and Inputs showing a detailed costs breakdown Form of Assurance Collusive Tendering Certificate Declaration of Commitment to the Promotion of Equality of Opportunity & Good

Relations Fair Employment declaration Copies of Insurances: Public/Products Liability, Employers Liability etc Any additional information to support your tender submission

19 Offer and Acceptance of Contract

19.1 Prior to the expiry of the tender validity period as defined in Clause 7 Foyle Port will send to the successful tenderer a letter of provisional acceptance of tender this letter will make clear that the execution of the contract will be subject to a minimum mandatory standstill period of 10 calendar days, from the day after the date of letter of provisional acceptance. Foyle Port will notify each unsuccessful tenderer.

11

19.3 At the end of the standstill period, unless Foyle Port notifies the successful tenderer that there has been judicial interruption in the form of an order by the court of competent jurisdiction that the execution /or implementation of the contract should be suspended pending a full hearing of the matter by a court of competent jurisdiction, Foyle Port will execute the contract documentation.

19.4 If judicial interruption takes place will execute the contract documentation only following the conclusion of the Court proceedings (including any appeals) in favour of Foyle Port. If the Court proceedings are concluded against Foyle Port, no contract shall be entered into or executed

20. 2010 Bribery Act

The Supplier shall:

20.1 Comply with all applicable laws, statutes, regulations, and codes relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010

(Relevant Requirements)

20.2 Not engage in any activity, practice or conduct which would constitute an offence under sections 1, 2 or 6 of the Bribery Act 2010 if such activity, practice or conduct had been carried out in the UK.

20.3 Have and shall maintain in place throughout the term of this agreement its own policies and procedures, including but not limited to adequate procedures under the Bribery Act 2010, to ensure compliance with the Relevant Requirements and clause 1.1(b), and will enforce them where appropriate.

20.4 Promptly report to the Foyle Port any request or demand for any undue financial or other advantage of any kind received by the Supplier in connection with the performance of this agreement.

20.5 Immediately notify the Foyle Port l (in writing) if a foreign public official becomes an officer or employee of the Supplier or acquires a direct or indirect interest in the Supplier (and the Supplier warrants that it has no foreign public officials as officers, employees or direct or indirect owners at the date of this agreement);

20.6 Within 3 months of the date of award of this contract, and annually thereafter, certify to the Foyle Port in writing signed by an officer of the Supplier, compliance with this clause 1 of the Bribery Act 2010 by the Supplier and all persons associated with it under clause 1.2 of the Bribery Act 2010. The Supplier shall provide such supporting evidence of compliance as the Foyle Port may reasonably request.

12

21 Any supplier may be disqualified who:

21.1 Is bankrupt or is being wound up, whose affairs are being administered by the court, who has entered an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations.

21.2 Is the subject of proceeding for a declaration of bankruptcy, for an order of compulsory winding-up or administration by the court or for an arrangement with creditors or is the subject of any other similar proceedings under national laws or regulations.

21.2 Has been convicted of an offence concerning his professional conduct by a judgment which as the force or res judicata.

21.3 Has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify.

21.4 Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority.

21.5 Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority.

21.6 Is guilty of serious misrepresentations in supplying the information required under the provisions of the Directive on the criteria for qualitative selection.

13

PART 2SPECIFICATION (TERMS OF REFERENCE)

FOYLE PORTPROVISION OF SERVICE / MAINTENANCE

FOR CCTV SYSTEMS

14

1. BACKGROUND

Foyle Port CCTV System was originally installed in 1996 to secure and provide a safe working environment within the Port and its environs. Following the initial installation, several additional but separate systems were added:

Greencastle Pilot Station On board pilot boat Foyle Leader 1 Foyle Marina Pontoons North and South

In 2014 all existing CCTV Systems were integrated onto a single operating platform, DVRs were replaced and repositioned in a Secure Data Room.

During the period 2014/2017 3 PTZ cameras and 3 fixed were added at the Lisahally site, 1 camera at Greencastle Pilot Station and a standalone 2 camera system onboard the pilot boat "Foyle Leader 1"

All cameras have replaced since 2014.

Today the system comprises of a total of 38 cameras, 26 PTZ and 10 Fixed. (See Map Appendix A). Transmission is a mixture of hard wired and wireless. There are two monitoring suites one at Harbour Radio and the other in the Harbour Master's Office. Several key personnel have remote access to the system via their computer terminals, Mobile Telephones and Tablets.

1.1 Site inspection visits

Tenderers wishing to arrange site inspections must contact the Project Manager by email (reviewcctv@virginmedia.com) no later than 12pm on Friday 22nd May to arrange suitable date and time. Tenderers are reminded that Foyle Port shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals. It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders

2. THE ROLE

Foyle Port require an established CCTV Contractor to

Provide a comprehensive service and maintenance contract Provide a fault reporting protocol which must have a named single point of contact for fault

reporting both during normal working and outside normal working hours (including all public and bank holidays)

Provide a design proposal for a phased and upgrade of the existing analogue CCTV system to digital.

15

CONTRACT TERM

The contract will be for three years.

3. ANTICIPATED DELIVERABLES

It is anticipated that deliverables will include (but not be restricted to)

Fully comprehensive Service and Maintenance Agreement to include:

A fault reporting protocol which must include a named Single Point of Contact (email and telephone).

A 24-hour response time to any fault reported, Monday to Friday between 09:00 – 17:00 (except in the case of a catastrophic failure where a response time of 2 hours will be required. This will be deemed a level 1 response).

Where a fault occurs outside normal working hours (including all Bank and Public holidays) and it is deemed by nominated person(s) to be detrimental to the security of The Port or any of the offsite locations a 2-hour response time will be required. This will be deemed a Level 1 response.

Where a fault occurs outside normal working hours and it is classed as nondetrimental to the security of The Port or any of the offsite locations a response will be required the next working day. This will be deemed a Level 2 response.

During normal working hours a nominated single point of contact (email and telephone) for all fault reports and enquiries relating to the day to day running of the system.

Outside normal working hours a nominated single point of contact or location (telephone and email) where fault can be reported and actioned.

A remedial service must be carried out within 4 weeks of commencement of the contract.

Preventative service which will consist of two visits per annum which shall include inspection, cleaning and lubricating all moving parts, wiper replacement, filling water reservoirs, and software systems check

Preparation of an annual System Performance Audit and must include a condition report of all cameras, brackets, mountings, poles, towers, cabinets, cabling, and transmission equipment.

16

Repair or replacement of any damaged cables, cabinets, seals, wipers, washers, ancillary equipment and replacement or installation (If no washer system is installed).

In the case where faults occur in hardware and / or the system management software a report must be forwarded to the Project Manager outlining nature of the fault and cost of repair or replacement.

Remedial service to include

Preparation of system health check report including cameras, brackets, mountings, poles, towers, cabinets, cabling, and transmission equipment

Repair or replacement of any damaged cables, cabinets, seals, wipers and ancillary equipment

Preventative service to include:

Two visits per annum including inspection, cleaning and lubricating all moving parts,

Wiper replacement, Filling water reservoirs, and Software systems check

Note: A cherry picker is available on site to persons holding the necessary training and safety certificates. Copies of all relevant training documents and certificates must be provided prior to use. Except in urgent cases 48-hour notice must be given when requesting use of the Cherry Picker. This request must be sent via email to:reviewcctv@virginmedia.com and patrick.mccloskey@foyleport.com

3.1 Equipment Specifications

Where it is deemed necessary to replace existing hardware all replacements must:

Conform to all current BS Standards, Be compatible with existing management platforms Be equal to or exceed current specifications. A list showing cost of replacement of all hardware and software items likely

to be used throughout the lifetime of the contract must be provided.

Camera - Minimum Specification 36x optical zoom Day/Night Autofocus Built in heater, cooler and defroster 2 x integrated IR lamps (minimum 100 meters)

17

Aluminium alloy construction with erosion proofing Embedded power surge and lightening protection Integrated Window Wash/Wipe

4. PROJECT BUDGET

Proposals must include a fixed lump sum for actions detailed above, including all programme costs, a detailed costs breakdown, rates per day and details of expenses. The prices quoted in this tender will be held valid for period of 90 days.

5.PROJECT DELIVERY

The successful candidate must comply with all monitoring, promotion and audit requirements of Foyle Port

6. TIMETABLEThe appointed Organisation will be expected to commence as soon as possible.

7. MANAGEMENT OF THE ASSIGNMENT

On appointment the successful organisation will be responsible for providing Foyle Port with:

A project initiation document, which will detail the key stages of the methodology and the input required from Foyle Port. It must identify key risks to the project and how these will be mitigated, contact details of the project officer, detailed plan and key deliverables.

Progress Reporting

David Gallagher will manage the project.

E - reviewcctv@virginmedia.com T - +44 (0) 7743931581

The successful organisation will be responsible for any external contractors employed to fulfil the completion of the project.

8. PROJECT SUMMARY

The tenderer must propose a suitable methodology which incorporates all elements that will ensure the objectives of the exercise are achieved. This must be clearly demonstrated in the proposals submitted.

18

PART 3Selection

FOYLE PORTCCTV SYSTEMS

PROVISION OF SERVICE AND MAINTENANCE

19

PART 3 SELECTION STAGE 1 (PASS /FAIL)

Technical Qualification and accreditations Pass/Fail Tenderers must be compliant with The Private Security Services Act

2004 and hold the necessary license to operate in the Republic of Ireland

Tenders must provide a copy of relevant certification

Insurances Pass/Fail

Tenderers must provide evidence of appropriate Employer’s Liability (£5 million) and Public Liability (£5 million) Insurance. Copies of the relevant insurance documents must be submitted. Please note insurances must be current at the time of application and the successful applicant will be required to hold these levels of insurance throughout the contract.

Economic & Financial Standing Pass/Fail

Tenderers must provide the following:

A formal statement from your Bank or Auditor on the company’s financial standing over the last three years. Please note that this statement must be as recent as possible and dated no earlier than 1st April 2017. Undated statements will not be accepted and may render your submission ineligible

A full copy of your company’s audited accounts for the last three year.

A full copy of your company’s unaudited accounts for your most recent financial year.

Health & Safety Pass/Fail

Tenderers must provide a copy of their Company’s Health and Safety Statement along with roles and responsibilities, this should be accompanied by all relevant certificates

20

Mandatory Documentation (Attached at Part 4) Tenderers must complete and return the attached Fair Employment Declaration

Pass/Fail

Tenderers must complete and return the attached Collusion & Canvassing Declaration Pass/Fail

Tenderers must complete and return the attached Health & Safety Declaration Pass/Fail

PART 3 AWARD STAGE Stage 2 Quality Assessment

Tenderers who have satisfied all the above requirements will be evaluated on the following award criteria:

Cost Weighting 40%

Proposals must include a fixed lump sum for this project, including all programme costs. a detailed costs breakdown, rates per day and details of expenses.

Company Experience Weighting 30%

i. Previous Projects

The proposed organisation must provide 3 examples in the last 3 years of carrying out similar projects. To satisfy this criteria detail of start date, end date and details of each similar project undertaken by the organisation must be provided.

ii. Project Team Experience

Tenderers must provide 2 examples, per team member, of completing similar projects within the last 3 years. Examples given must include, but is not limited to, information on the nature of the work completed and the duties carried out by the concerned team member, the client

involved and the project start and completion dates, cost of project.

21

Methodology Weighting 20%

Please provide a detailed programme clearly showing the key activities, dependencies, deliverables and outputs required to successfully deliver this assignment.

This should include a full breakdown of the timescales proposed for this contract in relation to each proposed task, and should include the programme’s start date, any critical path (if appropriate), milestones, key decision points, detailed tasks etc.

Where input is required from the Client and/or other parties to facilitate delivery of the commission, these need to be clearly identified and shown on the programme.

Demonstration of an Understanding of the project Weighting 10%

Tenderers should demonstrate their understanding of the brief along with the aims and objectives of the project.

22

23

Part 4

Forms and Certificates

Foyle PortFAIR EMPLOYMENT and TREATMENT(NORTHERN IRELAND) ORDER 1998

1. Section 64 of the Fair Employment and Treatment (NI) Order 1998 (“the Order”) provides inter alia that a public authority shall not accept an offer to execute any work or supply any goods or services where the offer is made by an unqualified person in response to an invitation by the public authority to submit offers. Section 64 also provides that the public authority shall take all such steps as are reasonable to secure that no work is executed, or goods or services supplied for the purposes of such contracts as are mentioned above by an unqualified person.

2. An unqualified person is either an employer who, having been in default in the circumstances specified in Section 62(1) of the Order, has been served with a notice by the Fair Employment Commission stating that he is not qualified for the purposes of Sections 64 - 66 of the Order, or an employer who, by reason of connection with an employer on whom has been served a notice to that effect, has also been served with such a notice.

3. Mindful of its obligations under the Order, Foyle Port have decided that they shall be a condition of tendering that a contractor shall not be an unqualified person for the purposes of Sections 64 - 66 of the Order.

4. Tenderers are, therefore, asked to complete and return the attached declaration / undertaking, with their tender, to confirm that they are not unqualified persons and to undertake that no work shall be executed or goods or services supplied by an unqualified person for the purposes of any contract with Foyle Port to which Section 64 of the Order applies.

24

Foyle Port

FAIR EMPLOYMENT and TREATMENT(NORTHERN IRELAND) ORDER 1998

I / We hereby declare that I am / we are not an unqualified person for the purposes of the Fair Employment and Treatment (Northern Ireland) Order 1998.

I / We undertake that no work shall be executed, or goods or services supplied, by any unqualified person for the purposes of any contract with the Foyle port Section 64 of the Order applies.

SIGNED BY

Duly authorised to signfor and on behalf of

Address

Post Code

Telephone Number

Date

25

COLLUSION AND CANVASSING DECLARATION

I / We certify that this is a bona fide tender and that we have not fixed or adjusted the amount of the quotation 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 at any time before the hour and date specified for the return of this quotation, any of the following acts: -

Communicate to a person other than the person calling for those quotations, 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 insurance premium quotations required for the preparation of tender.

Enter into any agreement or arrangement with any other person that he shall refrain from quoting or as to the amount of any quotation to be submitted.

Offer or pay or give or agree to pay or give 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 the said work, any act or thing of the sort described above.

In this certificate the word “person” included any persons and anybody or association, corporation or unincorporated and “any agreement or arrangement” included any such transaction, formal or informal and whether legally binding or not.I / We hereby certify that I / we have not and will not canvas or solicit any Member, Officer or Employee of Foyle Port in connection with the preparation, submission and evaluation of this quotation or award or proposed award of the contract and that to the best of my / our knowledge and belief, no person employed by me / us or acting on my / our behalf has done, or will do, such an act.

I / We

Of (insert address)

hereby declare that I am / we are in acceptance of the requirements of the Collusion and Canvassing Clauses as detailed above

Signed By

Duly authorised to sign for and on behalf of

Dated

26

I / We hereby certify that, to the best of my / our knowledge and belief, no person who is a Councillor, Officer, Servant or Agent has any direct or indirect interest, in or connection with, the Organisation.

CONTRACTOR HEALTH & SAFETY DECLARATION

Contractors, their employees, sub-contractors and any other person associated with them must comply with all relevant statutory legislation including the Health and Safety at Work (NI) Order 1978 and all other Regulations and Approved Codes of Practice issued there under relating to health and safety, so far as is reasonably practicable.

Contractors are required to cooperate with Foyle Port to provide and maintain a safe working environment; provide and maintain safe plant and systems of work; make suitable arrangements for the use, handling, storage and transport of articles and substances; provide their employees with suitable information, instruction, training and supervision and carry out, where applicable suitable and sufficient assessments of the risk to the health and safety of anyone who may be affected by the Contractor’s undertakings.

Contractors may be required to produce relevant training records, evidence of competency, written risk assessments, method statements, safe systems of work (including methods of communicating health and safety arrangements), and/or records of thorough examination/inspection/maintenance as required by Foyle Port.

Contractors must cooperate with Foyle Port. in ensuring due compliance monitoring, including facilitating Foyle Port inspections, checks, etc. as may be appropriate to the undertaking, and in promoting continual improvement.

Contractors must comply with any relevant Foyle Port l Policies and Procedures and must comply with the Foyle Port. Accident and Incident Reporting Procedures whilst working on Foyle Port. premises, or in connection with Foyle Port. undertakings, ensuring all accidents/incidents/near misses are reported without delay to an authorised Officer of Foyle Port. Contractors are responsible for any reporting regarding their employees and/or undertakings that come under RIDDOR Regulations.

27

I have read and agree to comply with the above notes and instructions for tendering:

Name:Job Title:Name of Organisation:Address:

Telephone:Signature: Date:

28

FREEDOM OF INFORMATION ACT 2000

Tenderers should be aware that the information provided in the completed tender and contractual documents could be disclosed in response to a request under the Freedom of Information Act. We will proceed based on disclosure unless an appropriate exemption applies. No information provided by Tenderers will be accepted “in confidence” and Foyle Port accepts no liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Act.

Foyle Port have no discretion whether to disclose information in response to a request under the Freedom of Information Act, unless an exemption applies. Appropriate individuals in Foyle Port having due regard to the exemptions available and the Public Interest will take disclosure decisions. Tenderers should be aware that despite the availability of some exemptions, information may still be disclosed if the Public Interest in its disclosure outweighs the Public Interest in maintaining the exemption. Tenderers are required to highlight information that they include in the tender documents, which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons, why that view is taken. Issues concerning trade secrets and commercial sensitivity should be highlighted. Tenderers are advised against recording unnecessary information.

In accordance with the Lord Chancellors Code of Practice on the discharge of public functions, Foyle Port will not accept any contractual term that purports to restrict the disclosure of information held by the Council in respect of the contract or tender exercise save as permitted by the Freedom of Information Act. The decision whether to disclose information rests solely with Foyle Port.

29

Award Criteria- Stage 1 Weighting Scoring System & Measure Result

Tenderers must provide a copy of Technical Qualifications Pass/Fail

Pass Tender has fully met this requirement & will proceed to the next stage.

 

Fail Tender has not met this requirement. Tenderer will not proceed further.

Tenderers must provide a copy of insurance certificates to state that the required level of insurance will be in place for the duration of the project

Pass/FailPass Tender has fully met this requirement & will proceed to the

next stage. 

Fail Tender has not met this requirement. Tenderer will not proceed further.

Tenderers must provide details of Economic and Financial Standing

A formal statement from your Bank or Auditor on the company’s financial standing over the last three years. Please note that this statement must be as recent as possible and dated no earlier than 01 April 2013. Undated statements will not be accepted and may render your submission ineligible

A full copy of your company’s audited accounts for the last three years

A full copy of your company’s unaudited accounts for your most recent financial year.

Pass/Fail Pass Tender has fully met this requirement & will proceed to the next stage.  

STAGE 1 Scoring MatrixTender for Foyle Port CCTV Integration and Maintenance Project

STAGE 2 Scoring Matrix

30

Award Criteria- Stage 1 Weighting Scoring System & Measure Result

Tenderers must complete and return the provided Health and Safety Declaration Pass/Fail

Pass Tender has fully met this requirement & will proceed to the next stage.

Fail Tender has not met this requirement. Tenderer will not proceed further.

Tenderers must complete and return the provided Fair Employment Declaration Form

Pass/Fail Pass Tender has fully met this requirement & will proceed to the next stage.

Fail

Tenderers must complete and return the provided Collusion and Canvassing Declaration.

Pass/Fail

Pass

Fail

Tender has fully met this requirement & will proceed to the next stage.

Tender has not met this requirement. Tenderer will not proceed further.

STAGE 1 Scoring MatrixTender for Foyle Port CCTV Integration and Maintenance Project

31

Award Criteria- Stage 2 Weighting Scoring System Result Comments from Evaluation Panel Marks

Methodology Please provide a detailed programme clearly showing the key activities, dependencies, deliverables and outputs required to successfully deliver this assignment

20%

5

/200

4

3

2

1

Company ExperienceThe tenderer must provide 3 examples in the last 3 years of carrying out similar projects. To satisfy this criteria detail of start date, end date and details of each similar project by the organisation must be provided.Tenderers must provide at least 2 examples, per team member, of completing similar projects within the last 3 years. Examples must include, information on the nature of the work completed and the duties carried out by the concerned team member, the client involved, and the project completion dates and project values.

30% 300

5

4

3

2

1

Continued next page

STAGE 1 Scoring MatrixTender for Foyle Port CCTV Integration and Maintenance Project

32

Award Criteria- Stage 2 Weighting Scoring System & Measure Result Comments from Evaluation Panel

Demonstration of Understanding of Project Tenderers should demonstrate their understanding of the brief along with the aims and objectives of the project.

10%

54321

/100

Cost (excluding VAT) 40%

54321

Total Cost £______ /400

Total Score 100% /1000

33

rthrts

UNABLE TO QUOTE FORMFOYLE PORT

CCTV SYSTEMS,PROVISION OF SERVICE AND MAINTENANCE AGREEMENT

I refer to your letter in connection with the above, but regret that, on this occasion, I am unable to quote.

Signed

On behalf of

Address

Post Code

Date: _______________

Reason(s) unable to quote: ____________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

34

Map showing camera locationsRequests for current CCTV map locations can be made to the Project Manager, David Gallagher, via email at

reviewcctv@virginmedia.com

Appendix A

35