Pre-Qualification Questionnaire
Instructions and Guidance
Gas Servicing and Repairs
Reference: WCH3006
Information only – not to be submitted by Applicants
Contents
1.
Instructions to Applicants .......................................................................... 3
2.
Introduction to WATMOS Community Homes .......................................... 7
3.
Contract Overview ....................................................................................... 8
4.
PQQ Scoring Matrix..................................................................................... 9
5.
PQQ Short-Listing Methodology .............................................................. 11
6.
Procurement Timetable ............................................................................. 12
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1.
Instructions to Applicants
1.1
The Pre-Qualification Questionnaire (PQQ) is the document referred to in the
OJEU Notice dispatched on 20/11/2015 for the Gas Servicing and Repairs
Contract (the “Contract”)
1.2
This is a Restricted Procedure conducted in accordance with the EU Directive
2014/24/EU, as implemented by the UK Public Contracts Regulations 2015 (S.I.
2015 No. 102).
1.3
Please complete the PQQ in English.
1.4
Please provide your response to the PQQ by completing the document itself.
Please do not provide separate or different types of formats of these documents
unless specifically requested to do so.
1.5
Please note that the designated limits on length of responses set out in the PQQ
must be strictly adhered to. Any question response exceeding the designated
limit will be disregarded beyond that limit. Unless specifically requested to do
so, please do not include or upload any standard marketing or promotional
material within your answer as this will be disregarded.
1.6
The PQQ has been produced to enable WATMOS Community Homes
(WATMOS) to assess the eligibility, the economic and financial standing and
the technical and professional ability of organisations (“Applicants”)
expressing an interest in bidding for the Contract. Applications for the Contract
will be evaluated in accordance with the relevant Scoring Matrix and Short
Listing Methodology as set out in Sections 4 and 5 of this document. In the
event that none of the applications for the Contract are deemed satisfactory,
WATMOS reserves the right to consider alternative procurement options for the
Contract.
1.7
Where the PQQ refers to UK Legislation, codes of practice or standards etc.,
Applicants based outside the UK should attempt to answer each question
substituting where relevant the appropriate legislation, code of practice,
standard, trade body or association etc. which are applicable within their
domestic jurisdiction.
1.8
Applicants should answer all questions as accurately and concisely as possible
using the white spaces adjacent to or below each question.
1.9
Where an Applicant does not fully meet the requirement of a question or only
partially meets the requirement of a question, they are encouraged to explain
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why the requirement is not met or only partially met. No answer spaces are to
be left blank.
1.10 Where a question is not relevant or applicable to the Applicant’s organisation,
this should be indicated with an explanation. No answer spaces are to be left
blank.
1.11 Supporting information (appendices, attachments etc.) should be presented in
the same order as, and should be referenced to, the relevant question.
1.12 Where indicated Applicants may self-certify that they meet the requirements for
the relevant section of the PQQ. Documentary evidence will be required if the
Applicant is identified as the Recommended Bidder.
1.13 Information supplied for all questions may be verified, and the provision of false
or inaccurate information could result in the rejection of the application and
would empower WATMOS to cancel any Contract awarded pursuant to the
procurement process.
1.14 WATMOS reserves the right to reject or disqualify an Applicant where the PQQ
is submitted late, is completed incorrectly, is incomplete or fails to comply with
these instructions.
1.15 WATMOS reserves the right to withdraw from or cancel the procurement
process at any stage or time.
1.16 In all circumstances WATMOS will not reimburse any expense incurred by
Applicants in preparing their responses to the PQQ.
1.17 Applicants shall treat all information and documents issued by WATMOS, its
subsidiaries, and their advisers as private and confidential and their express
written consent must be obtained prior to the release of information or
documents to any third party other than an Applicant’s funders, advisers or
proposed sub-contractors.
1.18 The information contained in this PQQ has been prepared by WATMOS in good
faith but does not purport to be comprehensive or to have been independently
verified. WATMOS does not accept any liability or responsibility for the
adequacy, accuracy or completeness of, or make any representation or
warranty (express or implied) with respect to the information contained in this
PQQ or with respect to any written or oral information made or to be made
available to any Applicant or its professional advisers and any liability therefore
is hereby expressly disclaimed.
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1.19 Applicants considering entering into a contractual relationship with WATMOS
should make their own enquiries and investigations of WATMOS’ requirements.
The subject matter of the PQQ shall only have contractual effect when it is
contained in the express terms of an executed agreement.
1.20 Nothing in the PQQ is, or should be relied upon as a promise or representation
as to the future and WATMOS does not undertake to provide Applicants with
access to any additional information or to update the information in the PQQ or
to correct any inaccuracies that may become apparent. WATMOS reserves the
right, without prior notice, to change the procedures outlined in the PQQ or to
terminate discussions and the delivery of information at any time before
entering into the Contract.
1.21 All clarifications regarding the PQQ should be submitted to our appointed
procurement advisors, Clarity Procurement Solutions:
nathan@clarityprocurement.co.uk
If WATMOS considers clarification to be of material significance to all
Applicants, both the clarification and response will be communicated to all
Applicants. Clarifications shall be submitted no later than 12:00 hours on
14/12/2015. No clarifications will be responded to after this date.
1.22
WATMOS shall publish a summary of clarifications received and responses
given on a regular basis via the Procurement Section of the WATMOS website.
Applicants are responsible for accessing the published summaries. WATMOS
will not be held liable for an Applicant’s failure to access the published
summaries.
1.23 Applicants shall submit one (1) comb bound hard copy and one (1) electronic
copy PQQ by no later than 14:00 hours on 21/12/2015 to the following name
and address:
Nathan Liptrot
Clarity Procurement Solutions
The Old Police Station
82 High Street
Golborne
Warrington
Cheshire
WA3 3DA
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PQQs may be submitted prior to the deadline between the hours of 09:00 and
17:00 Monday to Friday.
A template label is provided for this purpose at the end if this document and
must be affixed to the Applicant’s submission.
The PQQ submission shall not bear any indication of the Applicant by way of
postal franking or otherwise.
Hard copy PQQs shall be comb bound in numerical order.
Electronic storage formats shall be either CD-ROM or USB flash drive.
Electronic PQQ documents shall be submitted in the published format only, and
Applicants must not change the format of the PQQ document.
1.24 All communications from Applicants shall be via our appointed procurement
advisors, Clarity Procurement Solutions:
nathan@clarityprocurement.co.uk
Applicants are reminded that WATMOS will not issue or respond to
communications via any other means.
1.25 Applicants are strongly recommended not to leave their PQQ submission to the
last minute. WATMOS will not be held liable for failures to submit a PQQ on
time for any reason whatsoever.
1.26 Where a consortium is proposed, all information should be given in respect of
the proposed prime service provider or consortium leader. Relevant information
should also be provided in respect of consortium members or sub-contractors
who will play a significant role in the delivery of the Contract. Responses must
be sufficiently detailed to enable WATMOS to assess the overall provision
proposed.
1.27 WATMOS recognises that arrangements in relation to consortia may be subject
to future change. Applicants should therefore respond in the light of such
arrangements as are currently envisaged, but should note that any change in
consortium membership may lead to subsequent disqualification from the
procurement process.
1.28 This document is for instruction and guidance purposes only to assist
Applicants in the completion and submission of their PQQ document.
Applicants are not required to submit this document with their completed PQQ.
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2.
Introduction to WATMOS Community Homes
2.1
WATMOS Community Homes (WATMOS) is a unique landlord owning just over
2700 homes for rent in the Walsall area of the West Midlands and Lambeth in
London. There are also 300 leaseholder properties.
2.2
As a charitable housing provider, our main role is to provide accommodation for
people in need of housing. We are founded on the principles of inclusion and
resident empowerment in a culture which values people’s individual and
collective contribution to their community.
2.3
WATMOS is based around Tenant Management Organisations (TMOs) that
have successfully managed their own estates for many years and that provide
local housing services on behalf of WATMOS. The TMOs are run by elected
resident committees who employ their own staff providing housing services and
looking after their estates.
2.4
WATMOS was set up to build on the success of tenant management in Walsall
and as a landlord we are proud to offer something different.
2.5
Our approach is based on four key principles:
2.5.1. Tenants and residents should be in the driving seat, empowered,
encouraged and supported to manage their own estates;
2.5.2. Housing services should be organised locally with accessible staff based
in offices within walking distance on every estate. Service standards
should be agreed within each locality that reflect the priorities set by
the tenants and residents;
2.5.3. Our estates should be attractive, desirable and offer a high level of
security; and
2.5.4. We shouldn’t just be managing housing; we should be building a real
sense of community where people look after one another.
2.6
These principles are important to us and through them we aim to provide
tenants and residents with good housing conditions that meet their needs and
exceed their expectations within communities that encourage people to reach
their potential and improve the quality of life for themselves and others.
2.7
We aim to be one of the best housing associations in the country and
demonstrate that tenant management and local community control really
works.
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3.
Contract Overview
3.1
The scope of the Contract is the annual servicing (CP12) and responsive
repairs to gas appliances at approximately 700 Walsall properties. The scope
includes the replacement of parts and occasional partial and full system
replacements. The scope also includes testing and servicing of smoke alarms,
carbon monoxide monitors and Resident’s own gas appliances.
3.2
The proposed duration of the Contract is 3 years with an option to extend for
up to 2 additional years.
3.3
The key objectives associated with the Contract are:
3.3.1. Maintaining legal compliance;
3.3.2. Establishing value for money;
3.3.3. Establishing high levels of performance; and
3.3.4. Establishing high levels of customer service for WATMOS tenants.
3.4
Further details of the Contract are set out in the Contract Documents located
on the Procurement Section of the WATMOS website. Applicants are strongly
advised to read these Documents to familiarise themselves with WATMOS’
requirements prior to submitting their PQQ Document.
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4.
PQQ Scoring Matrix
Applicant’s responses will be evaluated using the following matrix:
Question
Basis of assessment/maximum
weighted score available
1. Supplier Information
1.1. Supplier details
Information only
1.2. Bidding model
Information only
1.3. Contact details
Information only
1.4. Licensing and registration
Pass/fail
2. Grounds for Mandatory Exclusion
2.1. Offences
Pass/fail
2.2. Non-payment of taxes
Pass/fail
3. Grounds for Mandatory Exclusion
3.1. Situations applying
Pass/fail
4. Not Applicable
5. Economic and Financial Standing
5.1. Financial status
Pass/fail
5.2. Not applicable
5.3. Wider group status
Information only
6. Technical and Professional Ability
6.1. Contract 1
15%
6.2. Contract 2
15%
6.3. Contract 3
15%
6.4. Alternative explanation
45% (if 6.1 to 6.3 are not
completed)
7. Additional Project Specific Questions
7.1. Qualifications and accreditations
10%
7.2. Service improvements
10%
7.3. Quality management system
10%
7.4. Competence of operatives
10%
7.5. Community engagement
5%
7.6. Recruitment and training
5%
7.7. Economic development
5%
8. Insurance
8.1. Insurance levels
Pass/fail
9. Compliance with Equality Legislation
9.1. Unlawful discrimination finding
Pass/fail
9.2. Upheld complaint
Pass/fail
9.3. Subcontractor checks
Information only
10. Environmental Management
10.1.
Conviction and notices
Pass/fail
10.2.
Subcontractor checks
Information only
11. Health and Safety
11.1.
Health and Safety Policy
Pass/fail
11.2.
Enforcement/remedial orders
Pass/fail
11.3.
Subcontractor checks
Information only
12. Declaration
Pass/fail (must be completed and signed)
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If an Applicant receives a “Fail” in respect of any of the above questions, its submission
for will not be considered any further and the Applicant will not be invited to participate
in the Invitation to Tender stage.
WATMOS may seek independent financial and market advice to validate information
declared or to assist in the evaluation.
Where an Applicant has a valid reason for being unable to provide the information
requested in relation to economic, financial and insurance matters, other information
considered appropriate by WATMOS will be accepted.
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5.
PQQ Short-Listing Methodology
The evaluation team will allocate a score between 0 and 5 for each of the weighted
questions by reference to the following scoring guide:
Score
Description
5
Exceptional. The standard of evidence demonstrates strengths, no
errors, weaknesses or omissions and exceeds expectations in some or
all respects.
4
Good. The standard of evidence fully meets expectations.
3
Acceptable. The standard of evidence is broadly acceptable but with
minor concerns.
2
Concerns. The standard of evidence is broadly acceptable but with noted
concerns.
1
Poor. The standard of evidence is deficient in certain areas where the
details of relevant evidence require the reviewer to make assumptions.
0
Very poor. The standard of evidence is unacceptable or non-existent, or
there is a failure to properly address any issue.
The score the Applicant achieves for each weighted question will then be converted to
give their percentage mark for that question.
The top 5 scoring Applicants (out of those who pass all of the Pass/Fail questions) will
be invited to participate in the ITT stage.
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6.
Procurement Timetable
Stage
Date
Issue Contract Notice and PQQ
20/11/2015
Deadline for PQQ clarifications
14/12/2015
PQQ return deadline
21/12/2015
Issue ITT to short listed Applicants
January 2016
ITT return deadline
February 2016
Notification of result
March 2016
The timetable is indicative only. WATMOS reserves the right to alter or amend
the timescales during the procurement process. Further details will be
provided in the ITT document.
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PQQ SUBMISSION – DO NOT OPEN
Nathan Liptrot
Clarity Procurement Solutions
The Old Police Station
82 High Street
Golborne
Warrington
Cheshire
WA3 3DA
Ref: WCH3006. Gas Servicing and Repairs
Submission Deadline: 21/12/2015 at 14:00