Appendix 2 – Written Tender Questionnaire
ELECTRICAL SERVICES CONTRACT
APPENDIX 2 - WRITTEN TENDER QUESTIONNAIRE
RESPONSE DOCUMENT
INSTRUCTIONS FOR BIDDERS
Tenderers shall respond to the questions as set out in this document in the following
categories:
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Service Delivery and Supply Chain Management
Quality Control and Performance
Customer Care
Environmental
Innovation and Social Value
Terms and Conditions
Bidders shall either:
a) return this document as their entire quality response, utilising the included text box
(table) format for all the answers; or
b) return this document, completing the text boxes and providing one (1) PDF file
containing clearly referenced and numbered appendices; or
c) provide one (1) PDF file containing the entire quality response, clearly titled,
referenced and numbered according to each individual question.
Multiple documents/pdfs will not be accepted.
Word Limits are provided for each question; responses that exceed the word limit will only be
scored up to the word limit point. Case studies may be included, but must be within the word
limit. Charts, diagrams or screenshots where requested are in addition to the word limit.
The maximum quality score will be 60.00%. Scores are broken down by category and
individual question and are summarised in the table below.
Category
Question
Number
Question Weighting
1
7.50%
2
10.00%
3
7.50%
Section 2 - Quality Control and
Performance
1
5.00%
2
10.00%
Section 3 - Customer Care
1
10.00%
10.00%
Section 4 - Environmental
1
2.50%
2.50%
Section 5 - Innovation and Social
Value
1
2.50%
2
5.00%
Section 6 – Terms and Conditions
1
Pass/Fail
Criteria
Section 1 - Service Delivery and
Supply Chain Management
Quality
Section
Weighting
25.00%
15.00%
7.50%
Subtotal Quality
Pass/Fail
60.00%
1
Appendix 2 – Written Tender Questionnaire
Section 1 – Service Delivery and Supply Chain Management
Question
Number
Question
Number of
Words
Weighting
750, plus Gantt
chart and
structure chart
7.50%
Please set out your mobilisation plan for this service,
assuming a contract award date of Monday 15th
February 2016 and start date of Monday 14th March
2016. Relevant activities and timescales should be set
out in a Gantt chart or similar format with additional
narrative covering as a minimum:
1
• your proposal for the appointment and management
sub-contractors if you are using them, including details
of the sub-contractors you will employ and what works
they will be carrying out;
• internal recruitment/resourcing;
• details of your proposed Contract Manager and a
Project Manager/Site Supervisor (for day to day liaison);
• staff structure chart identifying the staff who will be
working on this contract; and
• communication with the Council.
Word Count [to be completed by tenderer]
2
Appendix 2 – Written Tender Questionnaire
Question
Number
Question
Number of
Words
Weighting
2
Please explain how you would manage the contract to
ensure that testing/servicing and associated remedial
works are carried out to the required schedule? Please
also include your proposals for integration of
services/works and detail how you will liaise with the
Council to ensure that the schedule and activity plans
are suitable and how you will arrange appointments for
both housing and non housing sites, including the
communication of changes to appointments if required.
1,000
10.00%
Word Count [to be completed by tenderer]
3
Appendix 2 – Written Tender Questionnaire
Question
Number
Question
Number of
Words
Weighting
3
Please detail how you will manage your supply chain to
ensure that core materials required deliver best value
throughout the product life cycle and how you ensure
that materials required are available at the necessary
time, in order to ensure that works are completed on
time. In addition within your response should also detail
any additional warranties you may be able to offer to the
Council for heat recovery systems, you should also state
clearly what elements of the proposed products are not
covered by the warranty.
750
7.50%
Word Count [to be completed by tenderer]
4
Appendix 2 – Written Tender Questionnaire
Section 2 – Quality Control and Performance
Question
Number
Question
Number of
Words
Weighting
750
5.00%
Please set out your approach to quality control
encompassing each element of the contract
(testing/servicing, remedial works and installation of heat
recovery systems), including:
• how, and via what quality control systems and
processes, you would ensure that the standards set out
in the contract would be met;
1
• how you monitor the quality of individual operatives
and deal with non-compliance;
• your approach to obtaining and reporting back the
views of stakeholders; and
• examples of where your proactive performance
management has given specific, measureable benefit to
similar clients.
Word Count [to be completed by tenderer]
5
Appendix 2 – Written Tender Questionnaire
Question
Number
2
Question
Please describe how you will feedback to the Council on
project progress in respect of testing/servicing, remedial
works and installation of heat recovery systems,
including provision of certificates of completion for each
job, how you will ensure you will meet each of the key
performance indicators set out in the specification and
how you will increase the level of service provided
throughout the contract term.
In order to support your response please provide
examples of up to three reports which would be provided
to Thurrock.
Word Count [to be completed by tenderer]
6
Number of
Words
Weighting
1,000 plus
example
reports
10.00%
Appendix 2 – Written Tender Questionnaire
Section 3 – Customer Care
Question
Number
Question
Number of
Words
Weighting
1,000
10.00%
Please describe your approach to customer care with
regard to the delivery of this service. You should
include, as a minimum:
• approach to resident liaison
1
• access procedures including to homes where there
may be vulnerable residents
• your complaints procedure, from receipt of the
complaint, through to customer satisfaction, including
timescales, communication with the Council and how
lessons learnt are communicated.
Word Count [to be completed by tenderer]
7
Appendix 2 – Written Tender Questionnaire
Section 4 – Environmental
Question
Number
Question
Number of
Words
Weighting
1
Please detail the steps you will take to minimise the
impact on the local environment during this contract,
specifically in relation to the management and removal
of waste / redundant materials. Within your response
please detail your organisation's approach to reducing
the proportion of your waste that goes to landfill
including results achieved and targets for this contract.
500
2.50%
Word Count [to be completed by tenderer]
8
Appendix 2 – Written Tender Questionnaire
Section 5 – Innovation and Social Value
Question
Number
1
Question
The Council continues
circumstances and is
savings. How will you
innovative solutions for
savings where possible?
to face challenging financial
continually looking for cost
work with officers to deliver
the service that deliver cost
Word Count [to be completed by tenderer]
9
Number of
Words
Weighting
500
2.50%
Appendix 2 – Written Tender Questionnaire
Question
Number
Question
Number of
Words
Weighting
500
5.00%
The Council is committed to the implementation of the
legislation introduced by the Public Services (Social
Value) Act 2012. This includes combating worklessness
and to support residents to access employment through
training and employment opportunities.
2
Please detail your understanding of the Public Services
(Social Value) Act 2012 and provide your proposals
including targets of what benefits you will deliver to the
communities you will be working in and specific
community initiatives that you will deliver during the
contract term, for example but not limited to ensuring
that your workforce is representative of the local area in
which you will operate, resident training, apprenticeships
etc.
Word Count [to be completed by tenderer]
10
Appendix 2 – Written Tender Questionnaire
Section 8 – Terms and Conditions
Question
Number
Question
Weighting
1
Please confirm that your organisation agrees to the
terms included within JCT Measured Term Contract
2011 with amendments (Appendix 4)
Pass / Fail – If no –
automatic fail
Yes / No
11