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RESTRICTED – CONTRACTS (when completed)

SupplierPre-Qualification

Questionnaire (PQQ)

FOR: XXXXXXXXXXXXXXXXXXXXXXXXX

TENDER REF: CXXX/XXX

BLUELIGHT REF: XXXX-XXXXXX

SUBMITTED BY: Insert name of organisation

TO BE RETURNED TO XXXXXXXXXContracts XXXXXXSuffolk ConstabularyProcurement UnitPolice HeadquartersMartlesham HeathIpswichIP5 3QS

Tel: +44 (0) 1473 613XXX

via the Bluelight E-tendering System

BY: 15:00 hours on XX XXXXX XXXXRESTRICTED – CONTRACTS (when completed)

Suffolk Constabulary Pre-Qualification Questionnaire CXXX/XXX of 38


If you would like to receive this document in large print, please

contact, XXXXXXX, by telephoning

+ 44 (0)1473 613XXX or e-mailing

[email protected]

quoting Suffolk Constabulary Tender Reference CXXX/XXX




INDEX

Section Details Page No

Part A Background Information 4

Part B Instructions 9

Part C Organisation Information 16

Part D Capability and Capacity Statements 18

Part E Economic and Financial Standing 22

Part F References 25

Part G Quality and Environmental Controls 27

Part H Health and Safety 29

Part I Equal Opportunities 31

Part J Freedom of Information 35

Part K Supporting Documentation 37

Part L Declarations 38




PART A – BACKGROUND INFORMATION

Provide appropriate background information to ensure that potential tenderers have sufficient information to fully understand the requirement.

PROCUREMENT PROCESS

Key elements of the process have been reviewed and the planned activities and timescales are:

Activity DatePQQ issuedReturn of PQQ (via Bluelight)Issue tenderReturn of tenders (via Bluelight)Award ContractContract commences

It should be noted that these dates might be subject to change.

VETTING OF SUCCESSFUL TENDERERS EMPLOYEES

It is anticipated that vetting of the successful tenderer’s key personnel delivering the service will be required to undergo vetting.

In line with Home Office guidance vetting is undertaken of Contractors who have access to areas and information to which the general public are not permitted. In this case new Contractors must have clearance prior to the contract start date.

If a main contractor needs to engage sub-contractors who will need to access premises and information, it is the responsibility of that MAIN CONTRACTOR to forward those requests. Sub-contractor managers will, however, be required to carry out ID verification checks, and sign off same, in exactly the same way as a main contractor does for his personnel.

The level and frequency of vetting will be dependent upon the specific areas of police premises being accessed and the security level of the information being handled.




PART B – INSTRUCTIONS

1. Thank you for expressing your interest in tendering for this contract. Please read these instructions first.

2. This document is divided into 12 parts. Please read and complete each part carefully. Potential Providers must adhere to the format of this PQQ when answering the questions. Where questions cannot be answered fully or are not considered relevant, please provide an explanation and details. Please keep responses concise and, where practical, include electronic links to where additional relevant information can be found.

3. CONFIDENTIALITY

3.1 Subject to the exceptions referred to in paragraph 3.4 below, the information contained in this PQQ and any supplementary documentation issued is made available to Potential Providers on condition that:

(a) Potential Providers shall not disclose, copy, reproduce, distribute or pass such information to any other person at any time nor allow such;

(b) Potential Providers shall not use such information for any purpose other than for the purposes of participating in this procurement process; and

(c) Potential Providers shall comply with the provisions of paragraph 7 (which contains restrictions on publicity activity with any section of the media).

3.2 Potential Providers shall procure that each subcontractor or consortium member who receives any such information is made aware of, and complies with the provisions of, paragraph 3.1 as if it were a Potential Provider.

3.3 Any Potential Provider who, in the Authority's opinion, breaches any of the requirements of paragraph 3.1 or 3.2 above may at the Authority's sole discretion be disqualified from further participation in the competition (without prejudice to any other civil remedies available to the Authority and without prejudice to any criminal liability which such conduct by a Potential Provider may attract).

3.4 Participants may disclose, copy, reproduce, distribute or pass such information to another person if either:

(a) this is done for the sole purpose of responding to the PQQ and the person receiving the information commits in writing to keep the information on the same terms as set out in paragraph 3.1; or

(b) the Participant obtains the prior written consent of the Authority in relation to such disclosure, copying, reproduction, distribution or passing of information.

3.5 By participating in this tender process, Potential Providers understand and agree, and shall procure that all others whose information is supplied to support their PQQ response similarly understand and agree, that the Authority is permitted to disclose all information submitted to it to its partner authorities for the purposes of evaluation of your responses




4. NON-COLLUSION

Any Potential Provider who:

(a) enters into any agreement or arrangement with any other Potential Provider, or causes or induces any other person to enter such agreement or arrangement, that it shall refrain from participating in this procurement process; or

(b) causes or induces any person to inform any Potential Provider of matters discussed in relation to any other Potential Provider’s PQQ submission or proposed solution; or

(c) offers or agrees to pay or give any sum of money, inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done any act or omission in relation to any Potential Provider’s PQQ submission or proposed solution; or

(d) communicates to any person other than the Authority matters discussed with the Authority, except where the Potential Provider is in a consortium and such disclosures are made in confidence within that consortium,

will be disqualified from further participation in this procurement process (without prejudice to any other civil remedies available to the Authority and without prejudice to any criminal liability which such conduct by a Potential Provider may attract).

5. CANVASSING

Any Potential Provider, who, in connection with this competition:

(a) offers any inducement, fee or reward to any servant or agent of the Authority or any person acting as an adviser to the Authority in connection with this competitive dialogue process or does anything which would constitute a breach of the Prevention of Corruption Act 1889 to 1916; or

(b) contacts any servant or agent of the Authority or any person acting as an adviser to the Authority prior to a Contract being entered into about any aspect of this competitive dialogue process in a manner not permitted by this PQQ,

may be disqualified from further participation in in this procurement process at the Authority's absolute discretion (in either case without prejudice to any other civil remedies available to the Authority and without prejudice to any criminal liability which such conduct by a Potential Provider may attract).

6. CONFLICT OF INTEREST

Potential Providers are responsible for ensuring that no conflicts of interest exist or arise either in the context of their own appointed advisers or those of the Authority. Any Potential Provider who becomes aware of such a conflict of interest must notify the Authority as soon as reasonably practicable after it becomes aware of such a conflict.

7. PUBLICITY

Potential Providers shall not undertake (or permit to be undertaken) at any time any publicity or activity with any section of the media including, but not limited to, making any announcements in relation to this competitive dialogue process other than with the prior




written consent of the Authority. In this paragraph the word "media" includes, but is not limited to, radio, television, newspapers, trade and specialist press, the internet and email accessible by the public at large, and the representatives of all such media.

8. COPYRIGHT

The copyright in this PQQ is vested in the Authority and may not be reproduced, copied or stored in any medium without the prior consent of the Authority. The PQQ and any supplementary documentation issued is, and shall remain, the property of the Authority and must be returned on demand.

9. ACCURACY OF INFORMATION AND LIABILITY OF THE AUTHORITY AND ITS ADVISORS

a. The PQQ, and any other documents or information to which it refers, has been prepared by the Authority in good faith. However, it does not purport to be comprehensive or to have been independently verified. The Authority shall not be liable for any loss or damage arising as a result of any inaccuracy or incompleteness in any information contained in the PQQ or any other document or information to which it refers. Potential Providers are expected to carry out their own due diligence checks for verification purposes.

b. Subject always to the requirements of paragraph 3.1 above, Potential Providers considering participating in the tender phase should make their own investigations and enquiries as to the Authority's requirements beforehand.

c. The issue of this PQQ is not to be construed as a commitment by the Authority to enter into a contract as a result of this tender process. Any expenditure, work or effort undertaken is accordingly a matter solely for the commercial judgement of the Potential Provider. The Authority will not reimburse any costs incurred by any Potential Provider in connection with its preparation and participation in this procurement process.

d. The Authority reserves the right to cancel or withdraw from the competition at any time or to re-invite proposals on the same or any alternative basis. The Authority shall be able in its sole discretion to alter or terminate this tender process at any stage.




e. This PQQ should not be considered as an investment recommendation made by the Authority to any party seeking to participate. Each Potential Provider must make its own independent assessment after making such investigation and taking such professional advice as it deems necessary. None of the Authority, its servants, agents or advisers make any representations or warranties (express or implied) or accept any liability or responsibility (other than in respect of fraudulent misrepresentation) in relation to the adequacy, accuracy, reasonableness or completeness of the PQQ and any supplementary documentation issued (including but not limited to, any loss or damage arising as a result of reliance by the Potential Provider on such information or any part of it).

10. Questions must be answered in English.

11. This PQQ sets out the information which is required by the Authority in order to assess the suitability of Potential Providers in terms of its technical knowledge and experience, capability/capacity, organisational and financial standing to meet the requirement. During the PQQ stage, the intention is to arrive at a Short List of between 5 and a maximum of 10 top scoring Potential Providers to be invited to tender.

The following weightings will apply for the relevant sections of the PQQ:

Section Details Weighting

Part D Capability Statements XX%

Part E Economic and Financial Standing XX%

Part F Experience and References XX%

Part G Quality & Environmental Controls XX%

Part H Health & Safety XX%

Part I Equal Opportunities XX%




The following scoring matrix will be used as a generic guide to mark scored questions in each section (along with the relevant weighting factors);

Score 0

Very poor (does not meet any of the requirement)The response is significantly below what would be expected because of one or all of the following:-

The response indicates a significant lack understanding The requirement has not been answered

Score 1

Poor (meets some of the requirement) The response addresses elements of the requirement but gives concern in a number of significant areas. There are reservations because of one of the following:

There is at least one significant issue needing considerable attention

There is insufficient evidence to demonstrate competence or understanding

The response is light and unconvincing

Score 4

Fair (meets most of the requirement)The response addresses most of the requirement but there is at least one significant issue of concern, or several smaller issues arising through lack of demonstrated capability / capacity and / or appropriate evidence. The response therefore shows

Basic understanding Some competence demonstrated through relevant

evidence Some areas of concern

Score 7

Good (meets the requirement)The response broadly addresses the requirement and there are no significant areas of concern although there may be limited minor issues that are not fully addressed or evidenced. The response therefore shows:

Good understanding of the requirements Sufficient capability / capacity demonstrated through

relevant evidence Some insight demonstrated

Score 9

Very Good (exceeds the requirement)The response exceeds what is expected for the requirement and leaves no doubt as to capability / capacity. The response therefore shows:

Very good understanding of the requirements Considerable capability / capacity demonstrated through

relevant evidence Considerable insight into the relevant issues

The response is likely to add value in several respects.

Contracts Officers may place their own variation on this guide provided that it is able to stand scrutiny.




12. Please answer the questions specifically for your organisation and not for the group if you are part of a Group of Companies. It is very important that you answer all questions applicable to your organisation as fully as possible. The answer fields in this document are generally set to one line and should be expanded as necessary to suit your response. If you need to add supporting documentation, please do so as a separate document, clearly cross-referencing it to the main document. Your application may be precluded if relevant questions are not answered, if you fail to provide a satisfactory response, if any documents requested are not included, or if any information is found to be inaccurate when verified. Where supporting evidence is requested the specific content relevant to the question must be clearly identified by highlighting or similar means.

13. The objective of the qualification process is to assess the responses to the PQQ and select Potential Providers to proceed to the next stage of the procurement.

The Authority may seek independent financial advice to validate information declared or to assist in the evaluation.

Evaluation of Tenders for subsequent stages of the procurement process will be undertaken in accordance with the evaluation criteria that will be published in the invitation to participate in dialogue.

14. PQQ’s not received by the closing date and time shown on the cover of this document will not be considered. You are strongly advised to allow sufficient time to upload the PQQ and supporting information onto the Bluelight E-tendering system before the closing date and time.

15. Potential providers may find it beneficial to view the following web site - www.supply2gov.uk a joint web portal launched by the Office of Government Commerce and the Small Business Service, which provides advice and guidance to small businesses bidding for Public Sector work. The publication “Tendering for Local Government Contracts” has also been updated to give more positive and helpful tips and advice to Small/Medium Enterprises (fewer than 250 employees) wishing to tender.

16. Please return the completed PQQ along with any supporting documents, which must be clearly identified with your company’s name. by using the Bluelight E-tendering system unless a postal return has been agreed in advance.

17. If you have any questions regarding these documents please submit them using the Bluelight e-Tendering System following the Question and Answer link for this contract reference. This is the only route for questions relating to this PQQ. No approach of any kind in connection with this PQQ should be made to any other person within, or associated with, any of the named Authorities. Any attempts to do so throughout the tender process may result in disqualification

18. Questions should be answered fully and no assumptions or reliance be placed on previous history or current arrangements with any of the police forces named herein.



http://www.supply2gov.uk/


19. No information contained in this PQQ or in any communication made between the Authority and any Potential Provider in connection with this PQQ shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this PQQ. The Authority reserves the right, subject to public procurement law, to change without notice the basis of, or the procedures for, the competitive tendering process or to terminate the process at anytime. Under no circumstances shall the Authority incur any liability in respect of this PQQ or any supporting documentation.

20. The selection of supplier to take part in the tendering process will be based on the information available to the Authority at the time of selection. The Authority reserves the right at the contract award stage to undertake a due diligence review of the information provided at the selection stage to ensure that this is still current and meets the original selection standards.




PART C – ORGANISATION INFORMATION

Please complete this section which will ensure that we have complete and accurate information regarding your organisation and be able to contact you without incident. This information may also be used by us to carry out company checks.

Please note that all questions are for information only

C1 Organisation Name:C2 Address:C3 Post Code:C4 Company Registration No.C5 Trading Name (if differs)C6 Telephone NumberC7 Fax NumberC8a E-mail addressC8b Web addressC9 Organisation status:

E.g. Private / Public/Partnership /Subsidiary / Sole Trader / Local Authority / Other (please state along with relevant information eg Registered Charity No) / Consortium or Joint Venture or other similar arrangement (please provide details of constitution and percentage share holdings if available)

C10 Are you registered (under the Companies Act 2006)? If Yes, please provide a copy of the Certificate of Incorporation and any change(s) of name, registered office and principal place of business, if not already stated at C2.

C11 Are you registered for VAT? If Yes, please provide VAT registration number

C12 Person submitting application, position and email address to be used for correspondence if different from C8a

C13 Please list Directors, Partners, Associates and Company Secretary, indicating their role




C14 Has the Company, any of its Directors, Partners, Associates or Company Secretary or a sole trader or person in a position of authority and responsibility previously been requested to carry out work by Suffolk Police Authority or any of the participating authorities?

Yes / NoIf yes, please provide details

C15 Are you aware of any members of staff who through their association with key stakeholders could influence any of the decisions in relation to this contract, in particular throughout the tendering process?


C16 Is your organisation a member of a group?

Yes / NoIf yes, please give details, including the name and address of the ultimate holding Company and their registration number.




PART D – CAPABILITY AND CAPACITY STATEMENTSThis section will represent XX% of the PQQ marks

The questions below are for your company to demonstrate their ability (or otherwise) to provide the goods and/or services that we require.

D1 Has your organisation ever had default notices or liquidated damages imposed in respect of any similar contract within the last five years?

Yes / NoIf yes please provide detailsDate Default notice / Liquidated

damagesBrief description including steps taken to prevent re-occurrence

D2 Has your organisation had a contract terminated or its employment determined under the terms of a contract within the last five years?

Yes / NoIf yes please provide detailsDate Contract

terminated/employment determined

Brief details including steps taken to prevent re-occurrence

D3 Has your organisation withdrawn from a contract within the last five years?


D4 Is there pending or threatened or has there been any actual material litigation or other legal proceedings in the last five years connected with similar requirements against the organisation and/or any of its named supply chain members (sub-contractors) that may affect delivery of these services?

Yes / NoIf yes, please provide details and steps taken to prevent re-occurrence

D5 Has the organisation been in dispute with any Public Sector Body within the last five years?

Yes / No If yes, please provide details and steps taken to prevent re-occurrence




D6 In relation to the subject of this Tender requirement, has your business been subject to any industrial dispute or stoppage within the UK in the last five years?

Yes / NoIf yes please provide detailsNumber of occasions of dispute

Brief details (include Duration, Location of dispute(s) and Reconciliation measures)

D7 Please provide details of your organisations principal areas of business activity, main products and services and state the % of your business covering the products or services being tendered for.

D8 Please provide Names and CVs for your senior staff who have managed contracts of a similar nature to the subject of this PQQ.

Name Job Title CV Enclosed

DX Add questions as required to ascertain past performance

DXX

DXX Please state the names of any relevant Regulatory Bodies, Safety, Professional or Trade Companies/Bodies (Mandatory or Voluntary) to which your Company is affiliated. Please note that this must be in a non-abbreviated format.

Name of body Relevant area of business (e.g. Health & Safety)

Mandatory/Voluntary

DXX Please provide details of your technical ability based on recent previous experience of providing XXXXX. Please indicate where such work has been for the public sector and your understanding of the governance arrangements required of public authorities.




DXX

DXX Please state the number of employees in your organisation engaged specifically in the type of work for which you are applying.

Type of work Percentage of employeesManagementProfessional StaffTechnical StaffAdmin/ClericalOther

Total No. of employees in Company

DXX Please provide details as to how your organisation assesses the suitability and competence of potential employees.

Job Application Yes / NoInterview Yes / NoAssessment tests / assessment centres

Yes / No

References Yes / NoQualifications / Continuing Professional Development

Yes / No

Personal Recommendation Yes / NoTrade Test Yes / NoOther (please give details) Yes / No

DXX Please identify the level of qualification that you require of the various grades of staff that you deploy and the CPD requirements that you expect of them.

DXX Please indicate what measures you take to retain and develop staff and how you have demonstrated this to other clients to ensure consistent service delivery throughout their contracts.

DXX Please evidence what contingency arrangements you have in place to manage short term and last minute absences or a permanent loss of a quantity of staff out of the organisation to prevent disruption to existing contracts




DXX Has your organisation achieved certification to, or is working towards, BS25999 (Business Continuity Management) or equivalent? Please provide certification details or information on the approach to gain certification. If not intending to gain certification, please explain how the various aspects of Business Continuity Management are being handled in your organisation.

DXX If you have a business continuity plan, please confirm how often this is reviewed and tested.




PART E – ECONOMIC & FINANCIAL STANDINGThis section will represent XX% of the PQQ marks

The Authority will be seeking evidence of the organisations suitability to perform the services in terms of economic and financial standing.

E1 Please supply the following information for the most recent two years of trading to assist in our evaluation of your organisation.

Financial Year Ending (mm/yy)

Turnover Net Profit before Tax (£ sterling unless otherwise stated)

In the event that losses have been made please provide an explanation of why and what measures are being taken to return to profitability.

E2 The Authority will seek independent financial and market advice as its primary financial evaluation method, normally by way of an Experian (or similar) Risk Report for the Potential Provider, and to validate information declared or to assist in further evaluation. Where the Potential Provider does not have a record on Experian (or similar) the information to be provided below will enable the Authority to carry out its own financial risk assessment in order to evaluate the Potential Provider.

Please note that Potential Providers will be excluded at this stage if:

(i) The Potential Provider has a statutory duty to file accounts but is overdue filing those accounts in full (as per Companies House WebCheck service or any equivalent verification service in the relevant State in which the economic operator is established where such equivalent statutory duty exists); and/or

(ii) The Potential Provider has a Credit Assessment Risk Rating other than ‘Low’ or ‘Minimum’ as per the independent Risk Report, to be obtained by Procurement Services within ten days of the PQQ submission closing date.

Where the Potential Provider has a statutory duty to file accounts, have these been filed (i.e. received by Companies House or equivalent body in the relevant State in which the economic operator is established) within the time allowed? If No or Not Applicable, please give details and any supporting evidence.

Yes / No / Not Applicable




You may be requested to supply the following items for further evaluation particularly if you are likely to be short listed to be invited to Tender. For the avoidance of doubt however, please note that any request for this or any other information shall not in any way imply that your organisation has been or will be selected for shortlisting and the Authority retains the right to reject any application at any stage in accordance with the evaluation criteria stated, with no obligation or liability:

1. a copy of your most recent audited accounts that cover the last three years of trading or for the period that is available if you have been trading for less than three years.

2. a statement of your Company’s turnover, Profit and Loss and cash flow position for the most recent full year of trading (or part year if full year is not applicable) and an end period balance sheet, where this information is not available in an audited form at (1).

3. where (2) cannot be provided, a statement of the Company’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position

4. if your Company is a subsidiary of a group, (1) to (3) are required for both the subsidiary and the ultimate parent Company. Where a consortium or association is proposed, the information is required for each member company

5. a separate statement of the Company’s turnover that relates directly to the supply of this service for the past two years, or for the period that the Company has been trading (if less than two years)

6. Name and address of principal banker




E3 Insurances & Indemnities – Please provide details of all insurances currently in place. If your organisations tender is successful, insurance will be required as a minimum at the levels stated below:

Public Liability Insurance – minimum cover £10mInsurerPolicy No.Certificate copy attachedCover (£)If less than £10m, will you be willing to increase your insurance to this level? Yes / No

If the supplier has answered ‘Yes’ to the above, they are to attach evidence that their insurance company are willing to increase the level insurance to a minimum cover of £10m.Renewal dateEmployers Liability Insurance – minimum cover £10mInsurerPolicy No.Certificate copy attachedCover (£)If less than £10m, will you be willing to increase your insurance to this level? Yes / No

If the supplier has answered ‘Yes’ to the above, they are to attach evidence that their insurance company are willing to increase the level insurance to a minimum cover of £10m.Renewal dateProfessional Indemnity Insurance – minimum cover £10m (Please note that Certificates will need to be produced annually for 6 years)InsurerPolicy No.Certificate copy attachedCover (£)If less than £10m, will you be willing to increase your insurance to this level? Yes / No

If the supplier has answered ‘Yes’ to the above, they are to attach evidence that their insurance company are willing to increase the level insurance to a minimum cover of £10m.Renewal date

Add other insurances as required




PART F – REFERENCESThis section will represent XX% of the PQQ marks and will be marked using the score guide.

F1 Please provide a full list of contracts / agreements for the police or similar to that for which you are applying that you currently hold or have been awarded and are likely to commence in the next six months. As a minimum these must include description of contract, client, contact details, approximate value, the length of contract and expiry date. Please note that we may choose to approach any of the parties named for references without further contact with your organisation.

i Client Name PostcodeContact Name Tel NoContact e-mailDescription of contractLength of contract Expiry Date

Approximate value

ii Client Name PostcodeContact Name Tel NoContact e-mailDescription of contractLength of contract Expiry Date

Approximate value

iii Client Name PostcodeContact Name Tel NoContact e-mailDescription of contractLength of contract Expiry Date

Approximate value

iv Client Name PostcodeContact Name Tel NoContact e-mailDescription of contractLength of contract Expiry Date

Approximate value




v Client Name PostcodeContact Name Tel NoContact e-mailDescription of contractLength of contract Expiry Date

Approximate value




PART G – QUALITY & ENVIRONMENTAL CONTROLSThis section will represent XX% of the PQQ marks and will be marked using the score guide.

The Authority acknowledges that many companies, in particular smaller companies may not have “formal” quality registration with the British Standards Institute or Lloyds for example. However, these companies will still have their own systems and methods for ensuring the quality of the goods and services they provide. This is your opportunity to demonstrate these to us, and you should ensure that you answer these questions in their broadest sense.

G1 Do you have a Quality Assurance Manager / Auditor?

Yes (please complete the information below) / NoContact NamePositionTelephone numberFacsimile numberE-mail addressTo whom do they report?

G2 Does the organisation have an accredited Quality Assurance process? If Yes, please enclose a copy of the current certificate, state the frequency of review and enclose sample performance recording and inspection documents as used for similar contracts for which reference details are given at F1 (please state which documents apply to which contract, if they are different).

Yes, enclosed, frequency of review =NoIf the organisation does not have an accredited Quality Assurance system, does it have a Quality Assurance policy and/or a process for ensuring high quality goods and/or services? If Yes, please enclose details and enclose sample performance recording and inspection documents as used for similar contracts for which reference details are given at F1 (please state which documents apply to which contract, if they are different).

Yes, enclosed / No

G3 Does the organisation have a process for effective communication of Quality Assurance policies and issues to staff? If Yes, please enclose details.

Yes, enclosed / No




G4 Does the organisation typically sub contract any parts of the type of work identified in the PQQ?

Yes / NoIf yes, please detail the type and percentage of work that will be sub contracted, your organisation’s selection processes for the engagement of a sub-contractor and how any performance measures are derived and applied to ensure the quality of work?

G5 Does the organisation have an accredited Environmental Management process? If Yes, please enclose a copy of the current certificate and state the frequency of review.

Yes, enclosed, frequency of review =NoIf the organisation does not have an accredited Environmental Management process, does it have an Environmental Management policy and/or a process for ensuring that it complies with green issues? If Yes, please enclose details.

Yes, enclosed / No

G6 Does the organisation have a process for effective communication of its environmental policy and any issues to staff? If Yes, please enclose details.

Yes, enclosed / No

G7 Does the organisation have examples of any environmental innovations or issues that it has proposed, applied or addressed for similar requirements that may have led to an added value solution and/or minimised any negative impact on the environment and/or any work it is undertaking or has undertaken to promote general environmental awareness with its staff, customer & suppliers resulting in a reduction of the company's carbon footprint? If yes, please enclose details.

Yes, enclosed / No

G8 In relation to the Waste Electrical and Electronic Equipment (WEEE) Regulations 2006, does your organisation have processes in place to comply with the legislation? If yes, please enclose details.

Yes, enclosed / No

G9 Has your organisation been subject to any prosecution, statutory enforcement or civil action with respect to environmental issues in the last three years?

Yes / NoIf yes, please provide details, including any remedial action and / or steps taken to prevent reoccurrence.




PART H – HEALTH & SAFETYThis section will represent XX% of the PQQ marks and will be marked using the score guide.

H1 Please give details of the person in your organisation responsible for Risk Management and Health & Safety.

Contact NamePositionTelephone numberFacsimile numberE-mail addressTo whom do they report?

H2 Does the organisation have a Health & Safety policy which meets or exceeds the minimum workplace standards? If Yes, please enclose a copy and state the frequency of review.(See http://www.hse.gov.uk/pubns/indg259.pdf for guidance).

Yes, enclosed, frequency =NoIf the organisation does not have a policy and has less than 5 employees, does it have the procedures / provisions listed below? If Yes, please enclose details.

Procedures to be followed in cases of emergency

Yes, enclosed / No

Procedures for the reporting and recording of accidents and dangerous occurrencesFirst Aid and welfare provisionsProvision of appropriate protective clothing and equipment

H3 Does the organisation have procedures for effective communication of its Health & Safety policies to its work force, contractors and any other visitors? If yes, please enclose details.

Yes, enclosed / No

H4 Does the organisation have procedures for induction and/or safety training given to its employees before actually undertaking work tasks? If Yes, please enclose details.

Yes, enclosed / No

H5 Does the organisation make arrangements to facilitate discussion with its employees to co-ordinate their views on matters affecting their health & safety? If Yes, please enclose details.

Yes, enclosed / NoRESTRICTED – CONTRACTS (when completed)


http://www.hse.gov.uk/pubns/indg259.pdf


H6 Has the organisation been subject to any prosecutions or notices served by the Health and Safety Executive over the last three years?

Yes / NoIf Yes, please provide details, which should include dates and the details of fines (if any) imposed and remedial action taken since (if any).

H7 The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), place a legal duty on:

employers; self-employed people; people in control of premises;

to report work-related deaths, major injuries or over-three-day injuries, work related diseases, and dangerous occurrences (near miss accidents).

Please provide details of your accident/incident record over the last three years. Details to include:Number of Fatalities and dates.

Details of any corrective actions taken to prevent recurrence.

Number of reportable incidents and dates (major incidents and 3 day incidents).

Details of any corrective actions taken to prevent recurrence.



http://www.hse.gov.uk/riddor/guidance.htm#disease

http://www.hse.gov.uk/riddor/guidance.htm#disease

http://www.hse.gov.uk/riddor/guidance.htm#threeday

http://www.hse.gov.uk/riddor/guidance.htm#reportable

http://www.hse.gov.uk/riddor/guidance.htm#reportable


PART I – EQUAL OPPORTUNITIESThis section will represent XX% of the PQQ marks and will be marked using the score guide.

Much of the current Equality legislation is applied to all organisations. Although it is recognised that statutory bodies have additional responsibilities placed upon them. The Authority expects potential contractors and suppliers of goods, works and services to demonstrate a strong commitment to our diversity principles. However it is recognised that small businesses may not have the advanced policies that larger organisations do and therefore the following outlines our expectations of contractors and supplier with differing numbers of employees.

Less Than 5 Employees – Organisations with fewer than 5 directly employed people will only need to answer questions I 1 and I 7.

5 to 49 Employees – All organisations with between 5 to 49 employees will need to answer questions I 1 to I 10

50 or more employees – All organisations with 50 or more employees will need to answer questions I 1 to I 16

It is essential that you answer all questions and supply evidence to support your answers.

Before completing this section please read the document ‘Equality Duty Guidance for Contractors & Suppliers’ (copy provided as an attachment on the Bluelight e-tendering system)

For further information regarding the legal duty of Public authorities to promote race equality and disability we recommend that you view the Equality & Human Rights Commission website.

I1 Is it your policy as an employer to comply with your statutory obligations under the Race Relations Act 1976 as amended by the Race Relations (Amendment) Act 2000, Sex Discrimination Act 1975 & 1986, the Equal Pay Act 1970 & 1983, the Human Rights Act 1998 the Disability Discrimination Act 1995 & 2005, the Employment Equality (Sexual Orientation) Regulations 2003 and Employment Equality (Religion or Belief) Regulations 2003, Employment Equality (Age) Regulations 2006 or other relevant legislation, or any statutory modification or re-enactment thereof. All of which apply in Great Britain or any equivalent legislation which shall apply in the countries in which you employ staff?

Yes / No



http://www.equalityhumanrights.com/en/Pages/default.aspx

http://www.equalityhumanrights.com/en/Pages/default.aspx


I2 Under the Race Relations Act 1976, as amended by the Race Relations (Amendment) Act 2000, the Disability Discrimination Act 2005 and the Equalities Act 2006 the Authority has specific duties to have due regard to the following:

a) Eliminate unlawful discrimination and harassment on the grounds of race, gender and disability.

b) Promote equality of opportunity between men and women, disabled people and other people.

c) Promote good race relations between people of different racial groups.d) Promote positive attitudes towards disabled people.e) Encourage participation by disabled people in public life.f) Take steps to meet disabled peoples needs even if this means more

favourable treatment.

Please can you indicate how your company would seek to support the Authority in these duties?

I3 In the last three years, has any finding of unlawful discrimination in the employment field (whether race, gender, disability, equal pay, religion or belief, age, sexual orientation, or otherwise) been made against your organisation by any court of law or employment tribunal or in comparable proceedings in any other jurisdiction?

Yes / NoIf the answer to the above is yes please enclose a copy of the Judgement, and explain what steps you have taken as a result of that finding.

I4 In the last three years, has your organisation been the subject of formal investigation by either the Commission for Racial Equality (CRE), the Disabilities Rights Commission, the Equal Opportunities Commission or the Equality of Human Rights Commission or a comparable body, on the grounds of alleged unlawful discrimination in the employment field?

Yes / NoIf your answer to the above is “Yes”, please detail below what steps you have taken as a result of that finding

If you answer to the above is “No”, do you actively observe the Codes of Practice and Acts of Parliament in relation to these bodies?Yes / No

I5 If you indicated in Part C that your organisation is part of a group, which of your employment policies are determined by you, and which ones apply to all firms within the group?




I6 If you are not currently subject to UK legislation, please supply details of your experience in complying with equivalent legislation which in your country is designed to eliminate discrimination including age, disability, race, religion or belief, sex or sexual orientation and to promote equality of opportunity.

I7 Please provide written assurance which evidences your commitment to diversity and how this is achieved. (if less than 5 employees only)

I8a Please provide a copy of the organisation’s equal opportunities/diversity policy in respect of race, gender, sexual orientation, age, religion & belief and disability.Copy enclosed Yes / No

I8b Please confirm that the following areas are covered and highlight in your policy document.

a)Recruitment. selection, training, promotion, discipline and dismissal. Y/Nb)Discrimination, harassment and victimisation, making it clear that these are disciplinary offences within the organisation. Y/Nc)Identification of the senior position with responsibility for the policy and its effective implementation. Y/Nd)How you communicate the policy to staff Y/Ne)How you monitor the diversity policy/statement Y/N

I8c How often does your company review its diversity policy /statement?

I9 Please provide evidence of the effective implementation of your equal opportunities/diversity policy in your recruitment practices, to show that you include open recruitment methods such as the use of job centres, careers services or press advertisements?

I10 Please provide evidence of regular monitoring of applicants by age, gender, disability and ethnicity and how this data is analysed.

I11 Please provide samples of the written instructions which are given to managers and supervisors on equality in recruitment, selection, training, promotion, discipline and dismissal of staff.

Enclosed Yes / No




I12 Please evidence what equality training is provided to managers and any staff responsible for recruitment and selection.

I13 In addition to your response to criterion I10 please evidence how you carry out monitoring on the number of employees by age, gender, disability and ethnicity by grade when:- a) in postb) applying for postsc) taking up training and development opportunitiesd) promotede) transferredf) disciplined and dismissedg) raising grievancesh) leaving employment

I14 If monitoring reveals under-representation of the groups listed above what steps including positive action is taken to address any imbalances?

I15 How does your company report and consult with the workforce on equality and diversity issues?

I16 Please provide samples of recruitment advertisements and publicity literature that identify that diversity and equality practices are in place in your company.

Enclosed Yes / No




PART J – FREEDOM OF INFORMATION

The Authority is a public authority for the purposes of section 3 (1) of the Freedom of Information Act 2000 (FOIA). As such information deemed to be held by the Authority will be subject to the FOIA's disclosure provisions and may be accessible as the Authority is under a legal obligation to disclose such information if requested, unless an exemption applies. The Authority may also be required to disclose requirements under other legislation or applicable codes of practice or otherwise as required by law, including by order of a court of competent jurisdiction.

The Authority advises its contractors to take their own legal advice about the Freedom of Information Act. The Authority shall not be held liable for any actions, claims or costs howsoever arising.

Any Potential Provider must identify to the Authority information which it submits, whether on its own behalf or, in the case of subcontractors or consortium members, on behalf of others, which it regards as being potentially exempt from disclosure by the Authority under the FOIA. The Authority reserves the right not to accept, in whole or in part, receipt of any information marked as confidential or sensitive, or to require further explanation of the reasons why the Potential Provider considers confidentiality obligations to be appropriate in a particular case. Even where a Potential Provider has indicated that information should be exempted, the Authority may disclose this information following its own consideration of the situation. The Authority may, in its absolute discretion, consult with the Potential Provider before making a decision on a request for information. The decision of the Authority in relation to any exemption shall be final.

NB Potential Providers should note that claiming blanket confidentiality of tender documentation breaches Government guidelines and will not be accepted, therefore rendering the entire tender documentation to disclosure under the FOIA.

J1 Potential Providers must confirm which one of the following statements shall apply by ticking either box (a) or (b). If (b) is ticked, the table below must also be completed.

()

We consider that there is no sensitive information contained in this PQQOrWe consider that some information contained in this PQQ is potentially exempt from disclosure under the FOIA. Each document claimed under the exemption is clearly marked as “CONFIDENTIAL” or “COMMERCIALLY SENSITIVE” and is listed in the table below.The following information is claimed as being exempt from disclosure under the FOIA

Document Ref No

Title / Description of Document Classification (delete)

Justification

Confidential / Commercially Sensitive




Confidential / Commercially Sensitive

The Authority is obliged to consider whether something, which a Potential Provider claims is confidential, is truly confidential.

The Authority is under no legal obligation to contact suppliers prior to the release of information, however, we will endeavour to do so where possible.

J2 Details of the person in your organisation who should be contacted in the event of any queries in relation to Freedom of Information inquiries.

NamePosition / TitleTelephoneFax NoE-mail address




PART K – SUPPORTING DOCUMENTATION

K1 Please detail below any supporting documentation submitted with this response.

Details of Document Question No




PART L – DECLARATIONS

L1 STATEMENT RELATING TO GOOD STANDINGGROUNDS FOR OBLIGATORY EXCLUSION (IN ELIGIBILITY) AND CRITERIA FOR REJECTION OF CANDIDATES in accordance with Regulation 23 of the Public Contracts Regulations 2006 (as amended).

Failure to provide confirmation may be grounds for mandatory rejection (ineligibility)

(notwithstanding the right of the Authority to disregard this prohibition if the Authority is satisfied that there are overriding requirements in the general interest which justify doing so in relation to any particular economic operator(s)).

It is confirmed, to the best of our knowledge, that the Potential Provider is not in breach of the provisions of Regulation 23 of the Public Contracts Regulations 2006 (as amended) and in particular that:

The Potential Provider or its directors or any other person who has powers of representation, decision or control of the named organisation has not been convicted of any of the following offences:(a) conspiracy within the meaning of section 1 of the Criminal Law Act 1977 where

that conspiracy relates to participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA (as amended);

(b) corruption within the meaning of section 1 of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906 (as amended);

(c) the offence of bribery;

(d) fraud, where the offence relates to fraud affecting the financial interests of the European Communities as defined by Article 1 of the Convention relating to the protection of the financial interests of the European Union, within the meaning of:

(i) the offence of cheating the Revenue;

(ii) the offence of conspiracy to defraud;

(iii) fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978;

(iv) fraudulent trading within the meaning of section 458 of the Companies Act 1985 or section 993 of the Companies Act 2006;

(v) defrauding the Customs within the meaning of the Customs and Excise Management Act 1979 and the Value Added Tax Act 1994;

(vi) an offence in connection with taxation in the European Community within the meaning of section 71 of the Criminal Justice Act 1993; or

(vii) destroying, defacing or concealing of documents or procuring the extension of a valuable security within the meaning of section 20 of the Theft Act 1968;

(e) money laundering within the meaning of the Money Laundering Regulations 2003 or Money Laundering Regulations 2007; or

(f) any other offence within the meaning of Article 45(1) of Directive 2004/18/EC as defined by the national law of any relevant State.




Organisations Name Position

Signed Date

L2 Failure to provide confirmation may be grounds for discretionary rejection (ineligibility)

The Potential Provider confirms that it:(g) being an individual 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 unable to pay or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of the Insolvency Act 1986, or 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;

(h) being a partnership constituted under Scots law has not granted a trust deed or become otherwise apparently insolvent, or is not the subject of a petition presented for sequestration of its estate;

(i) 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 amalgamation, nor had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is not the subject of similar procedures under the law of any other state;

(j) has not been convicted of a criminal offence relating to the conduct of his business or profession;

(k) has not committed an act of grave misconduct in the course of his business or profession;

(l) has fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the organisation is established;

(m) has fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established;

(h) is not guilty of serious misrepresentation in providing any information required of him under this regulation;

(i) in relation to procedures for the award of a public services contract, is licensed in the relevant State in which he is established or is a member of an organisation in that relevant State when the law of that relevant State prohibits the provision of the services to be provided under the contract by a person who is not so licensed or who is not such a member.

Organisations Name Position

Signed Date




L3 You are responsible for ensuring the following:-

(1) All potential staff or persons engaged to deliver any Goods and/or Services within the Authority premises may be questioned as to whether he or she has any convictions.

(2) For providing the Authority with staff details for the purpose of carrying out any personnel check with the Criminal Records Bureau in respect of each Named Employee in accordance with Part V of the Police Act 1997. The check for each Named Employee shall include:

(a) a search of the list held pursuant to the Protection of Children Act 1999 where the performance of the Services may involve contact with children; and/or

(b) a search of the list held pursuant to Part VII of the Care Standards Act 2000 where the performance of the Services may involve contact with vulnerable adults (as defined in the Care Standards Act).; and

(3) You shall ensure that no person who discloses any convictions, or who is found to have any convictions following the results of a Criminal Records Bureau check, is employed or engaged by the organisation or on the organisation’s behalf without the Authority’s prior written consent (such consent not to be unreasonably withheld or delayed).

(4) Your organisation shall ensure that the Authority is kept advised at all times of any member of Staff who, subsequent to his/her commencement of employment as a member of Staff, receives a conviction or whose previous convictions become known to the Contractor (or any employee of a sub-contractor involved in the provision of the Services).

I confirm that I have read and understood this requirement, and that to the best of my knowledge and belief staff that are to be appointed to this contract will pass security-vetting requirements.

Please sign to confirm

(this should be signed by a director of your organisation)




L4 I / We certify that the information supplied is accurate to the best of my / our knowledge. I / We understand that false or misleading information could result in my/our exclusion.

I / We 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 and that any such action will empower the Authority to cancel any contract currently in force and will result in my/our exclusion and that the Authority will notify the appropriate authorities.

Signed

Name

Position

For and on behalf of

Date

This form must be signed by a Director or other senior representative of the Company (electronic signatures will be accepted, or alternatively print name in the signed box).



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