Request for Quotation (RFQ) on behalf of [add customer ]

Subject UKSBS [add subject matter ]

Sourcing reference number [add reference ]

UK Shared Business Services Ltd (UK SBS)www.uksbs.co.uk

Registered in England and Wales as a limited company. Company Number 6330639.Registered Office North Star House, North Star Avenue, Swindon, Wiltshire SN2 1FFVAT registration GB618 3673 25Copyright (c) UK Shared Business Services Ltd. 2013

Request for Quotation

Question bank

Section 6 – Award questionnaireThe Award questionnaires are located within the e-sourcing tool.

Guidance on completion of the questions is available at http://www.uksbs.co.uk/services/procure/Pages/supplier.aspx

PLEASE NOTE THE QUESTIONS ARE NOT NUMBERED SEQUENTIALLY

## EVALUATION QUESTIONNAIRES - GUIDANCE ##

## The Award questionnaire is generic and has been created for use in the OJEU Restricted procedure it comprises three parts Commercial, Price and Quality. ##

## Category Managers need to consider the appropriateness of each question and adapt or tailor any necessary questions to meet the requirements of their procurement. ##

The questionnaires can be supported with Category specific questionnaires, General questionnaires and project specific questions’ All questions are available at

http://rcuksscltd/procurement/teamsite/Pages/SourcingContract.aspx

Note any guidance notes should be deleted before uploading questions to Emptoris.

2

COMMERCIAL QUESTIONNAIRE

RFQ Governance

FOI1.1 FREEDOM OF INFORMATION ACT 2000 (FOI) AND / OR ENVIRONMENTAL INFORMATION REGULATIONS 2004 (EIR)

Information provided in the course of the procurement process may be disclosed under Freedom of Information Act 2000 or Environmental Information Regulations 2004 if requested under an FOI request or EIR request.

Please note that some of the information provided may be protected under the FOI Act exemptions and EIR. Exceptions. More information on applying the exemptions or exceptions can be found under the Information Commissioners Office (ICO) website http://ico.org.uk

Please confirm you have been informed that information provided under this Bid may be disclosed under the FOI Act 2000 and Environmental Information Regulations 2004 and agree to it being published.

Bidder guidance

The Bidder shall answer Yes or No

Yes – Pass

No - Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes / No

3

FOI1.2 FREEDOM OF INFORMATION ACT 2000 (FOI) AND / OR ENVIRONMENTAL INFORMATION REGULATIONS 2004 (EIR) EXEMPTIONS

Please complete this section only if you have agreed for you information to be disclosed under the FOI Act or EIR in FOI1.1

If you have not agreed to your information being disclosed under the FOI Act or EIR in Question FOI1.1 please complete the table ‘N/A’ (not applicable)

Bidder guidance

The Bidder shall provide details of their proposed exemptions/exception in the table below.

If you have agreed for your information to be disclosed under the FOIO Act or EIR in Question FOI1,1 please tell us what exemptions or Exceptions may apply to your information and why? If you are not relying on any exemptions or exceptions please complete the table ‘N/A’ (not applicable).

The Bidder shall note that if UK SBS believes that the suggested Exemptions or Exceptions have not been applied properly as per the Act or Regulation, UK SBS will disclose the requested information unless another exemption or exception can be applied by UK SBS.

Be aware that by responding ‘Yes’ to Question FOI1.1 you have agreed for UK SBS to disclose the provided information under the Freedom of Information Act 2000 or Environmental Information Regulation 2004, therefore you will not be approached for consent.

Scoring criteria

For information only

Bidder response

Confidential Information Justification for exemption/exception under FOI / EIR Act

Commercially sensitive information Justification for exemption/exception under FOI / EIR Act

AW1.1 FORM OF BID

4

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

I understand that the Government’s transparency agenda requires that sourcing documents, including RFQ templates such as this, are published on a designated, publicly searchable web site, and, that the same applies to other sourcing documents issued by UK SBS, including the Request for Quotation, and any contract entered into by UK SBS or its Customers with its preferred supplier once the procurement is complete.

By submitting a response to this RFQ I agree that our participation may be made public.

I understand that the answers given in this response may be published on the web site (but elements may be redacted under Freedom of Information Act 2000 (FOI) or Environmental Information Regulations 2004(EIR)).

By submitting a response to this RFQ I agree and accept the justification for the UK SBS’s evaluation criteria.

By submitting a response to this RFQ I agreed and accept that UK SBS reserves the right to change without notice the procedure for awarding the Contract, to reject any or all bids for the Contract, to stop the process and not award the Contract (in whole or in part) at any time without any liability on its part.

By submitting a response to this RFQ I agree and accept that nothing in this process is intended to form any express or implied contractual relationship between the Parties unless and until a Contract is awarded. UK SBS is not liable for any costs resulting from cancellation of this process nor any costs incurred by Bidders taking part in this procurement process.

I understand that where sourcing documents issued by UK SBS or contracts with its suppliers fall to be disclosed UK SBS will redact them as it thinks necessary, having regard (inter alia) to the exemptions/exceptions in the FOI or EIR.

Bidder guidance

The Bidder shall answer Yes or No

Yes – Pass

No - Fail

5

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes / No

6

AW1.2 Having examined the contents of the RFQ we offer to carry out the requirement in conformity with the said conditions for the maximum fixed prices detailed in the schedule attached in response to AW5.2.

We undertake to carry out the requirements specified within the period stated in the enquiry letter.

Our Bid offer shall be binding between us for a period of [90 or Enter days ] days from the closing date for receipt of Bids.

Unless and until a formal agreement is prepared and executed this Bid and a written acceptance thereof shall constitute a binding contract between us.

We understand that you are not bound to accept the lowest or any Bid you may receive.

Bidder guidance

The Bidder shall answer Yes or No

Yes – Pass

No - Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes / No

7

AW1.3 CERTIFICATE OF BONA FIDE BID

The essence of procurement is that the customer shall receive bona fide competitive Bids, from all those Bidding. In recognition of this principle, we certify that this is a bona fide Bid, intended to be competitive and that we have not fixed or adjusted the amount of Bid by or under or in accordance with any agreement 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 Bid any of the following:

(a) Communicate to a person other than the person calling for these Bids the amount or approximate amount of the proposed Bid, except where the disclosure, in confidence, of the approximate amount of the Bid was necessary to obtain insurance premium quotations for the preparation of the Bid;

(b) Enter into any agreement or arrangement with any other person that he shall refrain from bidding or as to the amount of any Bid to be submitted;

(c) Offer to pay 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 have caused to be done in relation to any other Bid or proposed Bid for the said supply / service any act or thing of the sort described above.

In this certificate, the word "person" includes any persons and any body or association, corporate or unincorporated, and any "agreement or arrangement" includes any such transaction, formal or informal, and whether legally binding or not.

We acknowledge that UK SBS will be entitled to cancel the contract and to recover from us the amount of any loss resulting from such cancellation if we or our representatives (whether with our without our knowledge) shall have practiced collusion in Bidding for this contract or any other contract with UK SBS or shall employ any corrupt or illegal practices either in the obtaining or execution of this contract or any other contract with UK SBS.

We agree that UK SBS may disclose the Bidders information / documentation (submitted to UK SBS during this Procurement) more widely within Government for the purpose of ensuring effective cross-Government procurement processes, including value for money and related purposes.

Bidder The Bidder shall answer Yes or No

8

guidance Yes – Pass

No - Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes / No

9

Executive summary

AW2.1 Please provide an executive summary of your bid.

The executive summary should focus on the key features of the Bidder’s Response including all key assumptions made by the Bidder (but excluding all pricing/financial information)

The objective of the executive summary is to provide UK SBS with a clear, concise and complete summary of the Bidder’s Response together with an insight into the reasoning and rationale behind the Response.

It is intended that the executive summary should provide a useful introduction to the Response for evaluators, as well as senior stakeholders who may not be involved in the detailed evaluation.

Whilst the executive summary will not be formally evaluated, it will be scrutinised for consistency with your Response and clarification will be sought if required.

The executive summary must only contain information drawn from other areas of your Response and must not contain any new material. Whilst diagrams and photographs may be used, they should be high level and should not be used to support other parts of the Response where more detailed information is required.

Bidder guidance

Maximum character count – [Enter number maximum 4096 ] characters

Scoring criteria

For information only

Bidder response

Text

## AW3.1 GUIDANCE - Note Q AW3.1 does not apply to this sourcing document ##

10

Compliance to the Contract Terms

AW4.1 Please confirm your acceptance of the attached Contract Terms.

## AW4.1 GUIDANCE - Review the template contract terms available, review the guidance, utilise the Terms and Conditions Decision Tree http://rcuksscltd/procurement/teamsite/Pages/SourcingContract.aspx and add the relevant document. .##

Bidder guidance

The Bidder shall answer Yes, No with justification or No

Yes – Pass

No with justification – In this situation where the Bidder must demonstrate to UK SBS’s satisfaction there is a legal requirement or statutory regulation where a specific clause or series of clauses cannot be accepted to achieve a Pass. See question AW4.2 for the supplier to create a justification.

No – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes, No with justification, No

AW4.2 Where a Bidder has answered question AW4.1 with ‘no with justification’ they must detail the justification and the proposed change to the clause.

Bidder guidance

The Bidder shall provide a Contract mark up utilising track changes detailing the relevant clause, a summary of the proposed mark up of the clause and the justification for the mark up of the clause.

Where a Bidder has answered Question AW4.1 with ‘Yes’ or ‘No’ they must answer ‘not applicable’ to achieve a Pass to question AW4.2 (noting that an answer of ‘No’ to question AW4.1 has already resulted in a fail). In the event of a Bidder answering Yes or No to Question AW4.1 and then providing a proposed mark up, rejection of a clause or a justification for a change then the response will be a Fail.

Where a proposed mark up, rejection of a clause or justification for change has been provided UK SBS will consider if it considers the request justifiable. In the event that UK SBS does not consider the response justifiable the response will receive a Fail and not be considered.

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu

‘N/A’

11

‘I have answered AW4.1 ‘No with justification’ and attach modifications / requested / justification’.

## AW4.1 AND AW4.2 GUIDANCE ##

## When e-sourcing is utilised it is recommended that these questions are not set as auto scoring questions. ##

## It would not be uncommon for Bidders to provide confusing responses to these questions which could be resolved with some simple clarification (providing that Bidders are treated in a fair and consistent manner by evaluators). It is suggested that in e-sourcing a manual pass / fail mechanism without a ‘show stopper’ is utilised. ##

12

## AW4.1 AND AW4.2 ALTERNATIVE 1 #### Where a Category Manager wishes to invite alternative mark up to Contract Terms they may wish to consider using the pass / fail criteria but inviting variations to be considered during the clarification process to draw out requests for mark up of Terms where the Customer is willing to accept a higher risk for the concession. ##

## The advantage of this approach is that the revised contract can be shared with all Bidders and then they can bid on an equal footing. No amendments beyond the clarification period would be accepted. The question would be as follows ##

## Review the template contract terms available, review the guidance, utilise the Terms and Conditions Decision Tree and add the relevant document. ##

## AW4.1alt1 GUIDANCE - Review the template contract terms available, review the guidance and add the relevant document. ##

##

AW4.1alt1 Please confirm your acceptance of the attached Contract Terms including any clarifications to Contract Terms confirmed by UK SBS.

Bidder guidance

The Bidder shall answer Yes, No with justification or No

Yes – Pass

No with justification – In this situation where the Bidder must demonstrate to UK SBS’s satisfaction there is a legal requirement or statutory regulation where a specific clause or series of clauses cannot be accepted to achieve a Pass. See question AW.4.2alt 1 for the supplier to create a justification.

No – Fail

The Bidder should note that any clarifications or amendments to the Contract Terms should be made in the form of a clarification within the timescales defined in Section 3.

In the event of UK SBS accepting a modification to a Contract Term they shall provide the amended Contract Term language to all potential Bidders

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes, No with justification, No

##

13

##

AW4.2alt1 Where a Bidder has answered question AW4.1alt1 with ‘no with justification’ they must detail the justification and the proposed change to the clause.

Bidder guidance

The Bidder shall provide a Contract mark up utilising track changes detailing the relevant clause, a summary of the proposed mark up of the clause and the justification for the mark up of the clause.

Where a Bidder has answered Question AW4.1alt 1 with ‘Yes’ or ‘No’ they must answer ‘N/A’ (not applicable) to pass question AW4.2alt1 (noting that an answer of ‘No’ to question AW4.1alt1 has already resulted in a fail).

In the event of a Bidder answering Yes to Question AW4.1alt 1 and then providing a proposed mark up, rejection of a clause or a justification for a change then the response will be a Fail.

If a Bidder has answered Question AW4.1alt 1 ‘No with justification’ where a proposed mark up, rejection of a clause or justification for change has been provided UK SBS will consider if it considers the request justifiable. In the event that UK SBS does not consider the response justifiable the response will receive a Fail and not be considered.

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu

‘N/A’

‘I have answered AW4.1alt1 ‘No with justification’ and attach modifications required / justification’.

##

14

## AW.4.1 AND AW.4.2 ALTERNATIVE 2 -##

## Where a Category Manager is considering varying a limited number of contract terms to create commercial leverage they may wish to utilise an alternative mechanism of scoring the responses in terms of the commercial leverage created and the proposed risk perceived in accepting those terms.##

## The advantage of this approach is that it creates more commercial flexibility without giving the suppliers a free reign to make changes to the entire Contract. ##

## However Category Managers should be mindful that they ensure the mechanism treats all suppliers in a fair, equal and consistent manner. When scoring mark ups for contract Category Managers should carefully consider the evaluation team and it is always recommended that the project team considers engaging internal or external legal resource if they need support in scoring this question. ##

## Category Managers should use caution when utilising this approach and should ensure the evaluation criteria has adequate Score to ensure the risk exposure is effectively managed and (where relevant) cost reduction provided to support the compromise. ##

## It is strongly recommended that RFQs should not be issued without a specific linkage in the scoring evaluation criteria to the contract terms. ##

## It is a requirement that any modifications to the red contract clauses are approved by Policy Team. ##

## Review the template contract terms available, review the guidance, utilise the Terms and Conditions Decision Tree and add the relevant document. ##

##

AW4.1alt2 Please confirm your acceptance of the attached Contract Terms with the exception of clauses stated in AW4.2alt2. QUESTION AW4.1alt2 GUIDANCE - Review the template contract terms available, review the guidance and add the relevant document.

Bidder guidance

The Bidder shall answer Yes, No with justification or No

Yes – Pass

No with justification – Pass

No – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes, No with justification, No

##

15

## QUESTION AW4.2alt2 GUIDANCE If any of these clauses are RED clauses, have they been approved with the Policy Team #### QUESTION AW4.2alt2 GUIDANCE THIS QUESTION IS TOO LARGE TO BE ADDED IN FULL INTO EMPTORIS WITHOUT AN ATTACHMENT. UPDATE THE FULL SPECIFIC REQUIREMENTS AND ATTACH TO THE QUESTION ####

AW4.2alt2 Where a Bidder has answered question AW4.1alt2 with ‘no with justification’ they must detail the justification and the proposed change to the clause together with the cost reduction proposed to support the modification in the Clause.

UK SBS is willing to consider variations to the following Contract Terms as part of the Commercial Mark Up. No additional variations outside of these clauses will be considered unless the Bidder can justify them as a ‘Legal / Statutory Requirement mark up’.

[insert Contract Terms which can be modified ] [insert Contract Terms which can be modified ]

Bidder guidance

The Bidder shall provide a Contract mark up utilising track changes detailing the relevant clause, a summary of the proposed mark up of the clause and the justification for the mark up of the clause.

Where a Bidder has answered Question AW4.1alt2 with ‘Yes’ or ‘No’ they must enter a response ‘N/A’ (not applicable). to score 100 against question AW4.2alt2 (noting that an answer of ‘No’ to question AW4.1alt2 has already resulted in a fail).

In the event of a Bidder answering Yes to AW4.1alt2 and then providing a proposed mark up, rejection of a clause or a justification for a change then the response will result in a clarification to the question AW4.1alt2 .

Where The Bidder has responded to Question AW4.1alt2 with ‘no with justification’ they shall provide an attachment detailing the mark up of the Clause and the justification for the mark up of the clause. The full mark up of the change must be provided utilising track changes in the attachment section of this question

Commercial mark up - Where a proposed mark up, rejection of a Clause or justification for change is for commercial reasons, Bidders are expected to provide a proposed cost reduction based on acceptance of the change has been provided it will be scored using the attached scoring methodology

Legal / statutory requirement mark up - Where a proposed mark up, rejection of a clause or justification for change (no requirement for a price concession) where there is a legal requirement or a statutory regulation which prohibits acceptance of the Clauses UK SBS will consider if it considers the request justifiable.

UK SBS is conducting this procurement in accordance with the requirements of the Restricted Procedure as set out in the Public Contracts Regulations 2006. This means it is prevented from undertaking ‘negotiation’ of the draft Contract. However amendments by Bidders and / or UK SBS to ‘clarify’ the terms of the Contract are permitted. UK SBS makes no commitment to act on such suggestions.

16

##

##

Scoring criteria

[Enter Maximum Marks % ]

0-100 scoring criteria

0 Unacceptable - No confirmation of acceptance of terms and conditions/Response based on Supplier’s terms and conditions.

15 or 30 Very poor response and not acceptable – Major non-compliance passing extensive risk and/or obligations in multiple areas back to UK SBS and / or offering very poor cost reduction in return for the modifications in the contract terms.

45 or 60 Poor response - Significant non-compliance passing substantial risk and/or obligations back to UK SBS and / or offering poor cost reduction in return for the modifications in the contract terms

75 or 90 Partially acceptable - Some non-compliance passing several elements or notable level of risk and/or obligations back to UK SBS and / or offering reasonable cost reduction in return for the modifications in the contract terms.

100 Response fully accepts the Contract Terms and Schedules with no changes or minor cosmetic changes not transferring risk and / or offering excellent cost reduction in return for the modifications in the contract terms.

Or ‘Not applicable where the Bidder has answered ‘Yes’ or ‘No’ to question AW4.1alt2

Bidder response

Drop down menu – ‘N/A’ or ‘I have enclosed Attachment(s)’

##

17

## AW.4.1 AND AW.4.2 ALTERNATIVE 3 - ##

## Where a Category Manager is considering varying the contract terms to create commercial leverage they may wish to utilise an alternative mechanism of scoring the responses in terms of the commercial leverage created and the proposed risk perceived in accepting those terms.##

## The advantage of this approach is that it creates more commercial flexibility, however Category Managers should be mindful that they ensure the mechanism treats all suppliers in a fair, equal and consistent manner. ##

## The approach is generally used on Competitive Dialogue procurements. When scoring mark ups for contract Category Managers should carefully consider the evaluation team and it is always recommended the project team considers engaging internal or external legal resource if they need support in scoring this question. ##

## Category Managers should use caution when utilising this approach and should ensure the evaluation criteria has adequate Score to ensure the risk exposure is effectively managed and (where relevant) cost reduction provided to support the compromise. ##

## It is strongly recommended that RFQs should not be issued without a specific linkage in the scoring evaluation criteria to the contract terms. ##

## It is a requirement that any modifications to the red contract clauses are approved by Policy Team. ##

## Review the template contract terms available, review the guidance, utilise the Terms and Conditions Decision Tree and add the relevant document. ####

AW4.1alt3 Please confirm your acceptance of the attached Contract Terms.

QUESTION AW4.1alt3 GUIDANCE - Review the template contract terms available, review the guidance and add the relevant document.

Bidder guidance

The Bidder shall answer Yes, No with justification or No

Scoring criteria

For information only

Bidder response

Drop down menu - Yes, No with justification, No

##

## QUESTION AW4.2alt3 GUIDANCE THIS QUESTION IS TOO LARGE TO BE ADDED IN FULL INTO EMPTORIS WITHOUT AN ATTACHMENT. UPDATE THE TEXT WITH ANY ADDITIONAL SPECIFIC REQUIREMENTS AND ATTACH TO THE QUESTION ##18

##

AW4.2alt3

Where a Bidder has answered question AW4.1alt3 with ‘no with justification’ they must detail the justification and the proposed change to the clause together with the cost reduction proposed to support the modification in the Clause.

Bidder guidance

The Bidder shall provide a Contract mark up utilising track changes detailing the relevant clause, a summary of the proposed mark up of the clause and the justification for the mark up of the clause.

Where a Bidder has answered Question AW4.1alt3 with ‘Yes’ or ‘No’ they must enter a response ‘N/A’ (not applicable) to score 100 against question AW4.2alt3 (noting that an answer of ‘No’ to question AW4.1alt3 has already resulted in a fail). .

In the event of a Bidder answering Yes to AW4.1alt3 and then providing a proposed mark up, rejection of a clause or a justification for a change then the response will result in a clarification to the question AW4.1alt3 .

Where The Bidder has responded to Question AW4.1alt3 with ‘no with justification’ they shall provide an attachment detailing the mark up of the Clause and the justification for the mark up of the clause. The full mark up of the change must be provided utilising track changes in the attachment section of this question

Commercial mark up - Where a proposed mark up, rejection of a Clause or justification for change is for commercial reasons, Bidders are expected to provide a proposed cost reduction based on acceptance of the change has been provided it will be scored using the attached scoring methodology

Legal / statutory requirement mark up - Where a proposed mark up, rejection of a clause or justification for change (no requirement for a price concession) where there is a legal requirement or a statutory regulation which prohibits acceptance of the Clauses UK SBS will consider if it considers the request justifiable.

UK SBS is conducting this procurement in accordance with the requirements of the Restricted Procedure as set out in the Public Contracts Regulations 2006. This means it is prevented from undertaking ‘negotiation’ of the draft Contract. However amendments by Bidders and / or UK SBS to ‘clarify’ the terms of the Contract are permitted. UK SBS makes no commitment to act on such suggestions.

19

##

20

##

Scoring criteria

[Enter Maximum Marks % ]

0-100 scoring criteria

0 = Unacceptable - No confirmation of acceptance of terms and conditions/Response based on Supplier’s terms and conditions.

15 or 30 = Very poor response and not acceptable – Major non-compliance passing extensive risk and/or obligations in multiple areas back to UK SBS and / or offering very poor cost reduction in return for the modifications in the contract terms

45 or 60 = Poor response - Significant non-compliance passing substantial risk and/or obligations back to UK SBS and / or offering very poor cost reduction in return for the modifications in the contract terms

75 or 90 = Partially acceptable - Some non-compliance passing several elements or notable level of risk and/or obligations back to UK SBS and / or offering very poor cost reduction in return for the modifications in the contract terms

100 = Response fully accepts the Contract Terms and Schedules with no changes or minor cosmetic changes not transferring risk and / or offering very poor cost reduction in return for the modifications in the contract terms.

Or ‘Not applicable where the Bidder has answered ‘Yes’ or ‘No’ to question AW4.1alt2

Bidder response

Drop down menu – ‘N/A’ or I‘ have enclosed Attachment(s)’

21

##

22

PRICE QUESTIONNIARE

AW5.1 Please confirm your price shall remain firm and fixed for [Add ] years / full term of the Contract. Thereafter they shall be subject to change in accordance with the terms of the contract.

## GUIDANCE ##

## Delete if not required ##

## Ensure contract terms meet your requirements for price change. ##

Bidder guidance

The Bidder shall answer Yes or No

Yes – Pass

No – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes, No

23

AW5.2 Bidders are required to complete the Excel Pricing Schedule attached in the ’RFX attachments’ section in the e-sourcing tool.

All prices shall be exclusive of VAT.

All costs appearing elsewhere in the Bid but not mentioned in this Pricing Schedule shall be presumed waived.

## GUIDANCE ##

## Ensure the price schedule is clearly titled to cross reference to the question and uploaded into the e-sourcing tool. ##

Bidder guidance

Bidders shall confirm they have completed the Pricing Schedule.

The scoring methodology for this question shall be:

The lowest price for a response which meets the pass criteria shall score 100.

All other bids shall be scored on a pro rata basis in relation to the lowest price. The score is then subject to a multiplier to reflect the percentage value of the price criterion.

Where the scoring criterion is worth 50% then the 0-100 score achieved will be multiplied by 50

In the example if a supplier scores 80 from the available 100 points this will equate to 40% by using the following calculation: Score/Total Points multiplied by 50 (80/100 x 50 = 40)

The lowest score possible is 0 even if the price submitted is more than 100% greater than the lowest price.

The lowest score possible is 0.

For example, assuming the lowest bid is £100,000.

Bid Price Differential to the lowest price which meets the mandatory pass criteria at

Award stage

Score

£100,000 0 100£120,000 20% 80£140,000 40% 60£150,000 50% 50£175,000 75% 25£200,000 100% 0£300,000 200% 0

Scoring criteria

Maximum Marks [Enter % ]

Bidder response

Drop down menu – Yes I have completed and uploaded the price schedule

24

AW5.3 Bidders maybe requested to provide open book policy to demonstrate how the annual charge is calculated (e.g. Staff, training, equipment, profit etc).

## GUIDANCE ##

## Delete if open book costing is not required ##

Bidder guidance

The Bidder shall answer Yes or No

Yes - we will provide open book costing – Pass

No - we will not provide open book costing – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes, , No

25

AW5.4 Bidders are required to confirm they will provide UK SBS with a retrospective discount of [Add ]% of all turnover generated through this agreement.

Bidders shall confirm they will provide a reconciliation of all expenditure through the Contract for the previous Contract year, within 30 days of the Contract anniversary and shall make payment of the retrospective discount to UK SBS within a maximum of 60 days of the Contract anniversary, or 30 days of UK SBS accepting the reconciliation of all expenditure through the contract.

## GUIDANCE ## ## Delete if no retrospective discount is required. ##.

Bidder guidance

The Bidder shall answer Yes or No

Yes we will provide the retrospective discount – Pass

No we will not provide the retrospective discount – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu – Yes, No

26

## AW.5.4alt1ALTERNATIVE ##

## Where a Category Manager is considering utilising a retrospective discount where they allow the supplier to set the level of discount offered against an anticipated turnover. Generally this approach would be scored. ##

##

AW5.4alt1 Bidders shall provide a retrospective discount based on estimate turnover through the framework, which will be used for the purposes of evaluation of Bids.

Contract Year Anticipated Turnover[Add ] [Add ]

[Add ] [Add ]

[Add ] [Add ]

[Add ] [Add ]

Where a tiered approach has been put forward the highest tier relating the the turnover generated in a Contract Year shall apply.

Bidders shall confirm they will provide a reconciliation of all expenditure through the Contract within 30 days of the Contract anniversary and shall make payment of the retrospective discount to UK SBS within a maximum of 60 days of the Contract anniversary, or 30 days of UK SBS accepting the reconciliation of all expenditure through the contract.

##

## GUIDANCE ## ## Delete if no scoring retrospective discount is required. ##.

## Modify if you wish to have a tiered retrospective discount based on volume, be clear to justify if the retrospective discount applies to the whole turnover or just the turnover in the band, this can make a fundamental difference to the potential income stream. ##

##

Bidder guidance

The scoring methodology for this question shall be:

27

The highest retrospective discount over the contract lifecycle for a response which meets the pass criteria shall score 100.

All other bids shall be scored on a pro rata basis in relation to the highest retrospective discount. The score is then subject to a multiplier to reflect the percentage value of the retrospective discount criterion.

Where the scoring criterion is worth 50% then the 0-100 score achieved will be multiplied by 50

In the example if a supplier scores 80 from the available 100 points this will equate to 40% by using the following calculation: Score/Total Points multiplied by 50 (80/100 x 50 = 40)

The lowest score possible is 0.

For example, assuming the highest retrospective discount offered is £100,000.

Retrospective Discount offered

Differential to the highest retrospective discount which

meets the mandatory pass criteria at Award stage

Score

£100,000 0 100£80,000 20% 80£60,000 40% 60£50,000 50% 50£25,000 75% 25

£0 100% 0Scoring criteria

Maximum Marks [Enter % ]

Bidder response

Table

Minimum trigger point for retrospective discount

Retrospective discount offered by Bidder

##

28

AW5.5 UK SBS are committed to delivering payments to suppliers within the timescales stated within our Contract terms and intend to embrace e-invoicing. 

There are a number of options for suppliers to choose from outlined in the attached FAQ.   Please confirm your preferred method of e-payment.

 XML (for Science Warehouse Contracts only) ADI Consolidated Data UploadISupplier

## GUIDANCE ## ## XML relates to Science Warehouse Contracts only. Remove when not applicable. ##

## Delete if UK SBS does not pay the invoice for the Customer and the customer does not wish to take advantage of e-invoicing. ##

Bidder guidance

The Bidder shall answer Yes or No

Yes we will utilise an e-invoicing option – PassNo we will not utilise an e-invoicing option – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu – Yes, No

29

AW5.6 Please confirm if you are successfully awarded this contract your implementation team will work with UK SBS to ensure that e-invoicing is established within 28 days of Contract award by UK SBS.

## GUIDANCE ##

## Delete if UK SBS does not pay the invoice for the Customer and the Customer does not wish to take advantage of e-invoicing. ##

Bidder guidance

The Bidder shall answer Yes or No

Yes – PassNo – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes, No

AW5.7 Please confirm the discount you will offer for invoices correctly submitted and paid within 10 days of receipt.

Bidder guidance

The Bidder shall answer % discount

The scoring methodology for this question shall be as follows:

0 marks – no discountEach 0.5% discount – 10 Up to a maximum of 5% discount – 100

## GUIDANCE ##

## Delete if UK SBS does not pay the invoice for the Customer and / or the Customer does not wish to take advantage of prompt payment. ##

Scoring criteria

Maximum Marks [Enter % ]

Bidder response

%

QUALITY QUESTIONNIARE

30

AW6.1 Please confirm your compliance to the requirements of Section 4 Specification

Bidder guidance

The Bidder shall answer Yes or No

Yes – Pass

No - Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes / No

## AW.6.1 - GUIDANCE ##

## This question is appropriate where there is a clearly defined specification and the

requirement is to meet the specification in its entirety. In the event that only part of the

specification is a mandatory requirement the question should be amended to detail the

elements which are mandatory. Non mandatory requirements relating to award criteria (e.g.

relating to the outcome to be delivered) should be articulated in scoring questions. ##

## - Alternative question where elements of the requirement are mandatory. ##

##

AW.6.1alt1 Please confirm your compliance to the following requirements of Section 4 Specification [Enter requirement and cross reference to specification % ]

[Enter requirement and cross reference to specification % ]

[Enter requirement and cross reference to specification % ]

[Enter requirement and cross reference to specification % ]

Bidder guidance

The Bidder shall answer Yes or No

Yes – Pass

No – Fail

Scoring criteria

Mandatory Pass / Fail

Bidder response

Drop down menu - Yes / No

##

TEMPLATE VERSION CONTROL31

## GUIDANCE The Category Manager should always check the Procurement Intranet to ensure the template is the latest version available. ##

## The version control comments in this section must be deleted on completing the final drafting. ##

Version Date Author(s) Comment

1.0 18/11/2013 James Aldred Final Template Version

1.1 13/03/2014 James Aldred Changes from PPN09/13 and 01/14

32