Winter Road Weather Forecasting Service from 1st October 2013 until 30th
September 2016 (the Contract) with an option to extend for further periods of 1
year (2016/17) + 1 year (2017/18). NEPO ref: QTLE- 97ZHT7.
Forecasting dates (contract): 1.10.13 – 30.9.14
1.10.14 – 30.9.15
1.10.15 – 30.9.16
(option year 1 ): 1.10.16 – 30.9.17
(option year 2 ):1.10.17 – 30.9.18
TENDER QUALITY EVALUATION
1
In the Instructions for Tendering, Item 10 states that ‘the contract will be awarded to
the economically most advantageous tender’
To facilitate this, the contract will be assessed on the basis of quality and price in the
proportions 70% quality and 30% price. This assessment will be carried out by a
panel consisting of winter maintenance managers and procurement officers from the
Tyne and Wear group.
A quality Questionnaire has been included with the contract and the quality marks
will be based on this document.
A blank assessment sheet and worked examples are shown on the following pages.
-----------------------------------------------------------------------
PLEASE NOTE
The Contract is being procured by South Tyneside Council on behalf of all 5
Councils forming the Tyne and Wear Group.
Each individual Council will be responsible for placing its own individual orders for
the service and each individual council will be responsible for paying its own
accounts which must be separately invoiced by the successful organisation.
The contract is for 3 years from 1st October 2013 until 30th September 2016 with an
option to extend for further periods of 1 year (2016/17)+ 1 year (2017/18). The
options to extend will be at the sole discretion of the Tyne and Wear Group.
Marking criteria:
10 Marks – response provided meets every expectation and answers in great detail.
9 Marks – the response meets every expectation but lacks some detail
8 Marks – response meets every expectation but is not detailed
7 Marks – the response is lacking in expectation but does have a lot of detail
6 Marks – the response is lacking in expectation and lacks detail
5 Marks – the response does not meet expectation and is not detailed
3 Marks – the response seems to have missed the essence of the question
0 Marks – there is no response or that given is deemed wholly inadequate
2
BLANK MARKING SHEET
Tender Assessment Sheet (Quality)
WEIGHTED
WEIGHTING MARKS
(B)
MARKS
(A)
QUALITY ASPECTS
(Max 10)
(C) = (A) x (B)
Contractor:
2. FINANCIAL
1
10
3. QUALITY ISSUES
3.1
Experience
3
30
3.2
Regional Knowledge
3
30
3.3
Accuracy
3
30
3.4
Quality of Staff
2
20
3.5
Scientific Advancement
2
20
3.6
Method Statement
1
10
3.7
Continuity of Service
2
20
4. QA SYSTEM
1
10
5. EQUAL OPPORTUNITIES
1
10
6. PROFESSIONAL STANDING
1
10
200
Max 200
Quality panel
Name:
Signature: ______________________
Date:
3
QUALITY WORKED EXAMPLE
Sheet 1
Tender Assessment Sheet (Quality)
Worked example A
WEIGHTED
WEIGHTING MARKS
(B)
MARKS
(A)
QUALITY ASPECTS
(Max 10)
(C) = (A) x (B)
1
9
9
Contractor:
2. FINANCIAL
3. QUALITY ISSUES
3.1
Experience
3
8
24
3.2
Regional Knowledge
3
7
21
3.3
Accuracy
3
9
27
3.4
Quality of Staff
2
9
18
3.5
Scientific Advancement
2
5
10
3.6
Method Statement
1
8
8
3.7
Continuity of Service
2
8
16
4. QA SYSTEM
1
10
10
5. EQUAL OPPORTUNITIES
1
10
10
6. PROFESSIONAL STANDING
1
9
9
162
Max 200
Quality panel
Name:
Assessor 2
Signature: ______________________
Date:
Quality Mark = 162 x 100
200
= 81%
i.e. 81%
4
QUALITY WORKED EXAMPLE
Sheet 2
Worked example B
Tender Assessment Sheet (Quality)
WEIGHTED
WEIGHTING MARKS
(B)
MARKS
(A)
QUALITY ASPECTS
(Max 10)
(C) = (A) x (B)
1
10
10
Contractor:
2. FINANCIAL
3. QUALITY ISSUES
3.1
Experience
3
10
30
3.2
Regional Knowledge
3
10
30
3.3
Accuracy
3
9
27
3.4
Quality of Staff
2
9
18
3.5
Scientific Advancement
2
9
18
3.6
Method Statement
1
9
9
3.7
Continuity of Service
2
9
18
4. QA SYSTEM
1
10
10
5. EQUAL OPPORTUNITIES
1
10
10
6. PROFESSIONAL STANDING
1
10
10
190
Max 200
Quality panel
Name:
Assessor 2
Signature: ______________________
Date:
Quality Mark = 190 x 100
200
= 95%
i.e. 95%
QUALITY WORKED EXAMPLE
5
Sheet 3
Worked example C
Tender Assessment Sheet (Quality)
WEIGHTED
WEIGHTING MARKS
(B)
MARKS
(A)
QUALITY ASPECTS
(Max 10)
(C) = (A) x (B)
1
10
10
Contractor:
2. FINANCIAL
3. QUALITY ISSUES
3.1
Experience
3
8
24
3.2
Regional Knowledge
3
6
18
3.3
Accuracy
3
7
21
3.4
Quality of Staff
2
8
16
3.5
Scientific Advancement
2
4
8
3.6
Method Statement
1
9
9
3.7
Continuity of Service
2
8
16
4. QA SYSTEM
1
9
9
5. EQUAL OPPORTUNITIES
1
10
10
6. PROFESSIONAL STANDING
1
8
8
149
Max 200
Quality panel
Name: Assessor 2
Signature: ______________________
Date:
Quality Mark = 149 x 100
200
= 74.5%
i.e. 75%
Quality Consolidation Sheet
6
TENDER EVALUATION WORKED EXAMPLE
Example of a Quality/Price Tender Assessment
Financial Element
Tender A - £235,000
Tender B - £250,000
Tender C - £210,000
Tender C is awarded 100 marks.
Deducting from all other assessments one mark for each percentage point with
calculations rounded to nearest whole number:i.e. Tender A exceeds lowest by £25,000. Therefore % above lowest is 12. Marks
deducted are 12.
Tender C:
100 - 0 = 100
Tender A: 12
100 - 12 = 88
Tender B: 19
100 - 19 = 81
Overall Assessment
70% Quality: 30% Price
1
Tender
2
Quality mark
A
(WORKED EXAMPLE)
92
3
70% of
(2)
64.4
4
Tender
Sum x £k
235
5
Financial
Mark
88
6
30% of
(5)
26.4
7
Aggregate
(3) + (6)
90.8
B
93
65.1
250
81
24.3
89.4
C
84
58.8
210
100
30.0
88.8
The contract would be awarded to Tenderer A.
7
SPECIFICATION
Winter Road Weather Forecasting Service from 1st October 2013 until 30th
September 2016 (the Contract) with an option to extend for further periods of 1
year (2016/17)+ 1 year (2017/18).
SPECIFICATION
8
SPECIFICATION
Specification
1.
General
This Contract provides for the provision of a Winter Road Weather Forecasting
Service to the Tyne & Wear Group incorporating, Gateshead Council,
Newcastle City Council, North Tyneside Council, South Tyneside and
Sunderland City Council. Data from all of the participating Authorities Road
Weather Stations (details shown in Appendices A & B) is collected by the
weather bureau.
2
Transmission of Forecasts
Except where indicated otherwise, all forecasts shall be transmitted to and
mounted on the Weather Bureau.
3.
Winter Season
The Winter Season shall be from 1 October until 30 April.
4.
Times
All reference to times shall be LOCAL TIME (24hr clock)
5
Forecast Requirements
The Road Weather Forecasting Service shall be provided daily (including
weekends and public holidays) during the winter season and shall comprise:
5.1 Morning Summary
To be viewable by 06:00 hours and contain text on the following:5.1.2 Weather summary of previous 18 hours (12:00 to 06:00)
5.1.3 Brief preliminary outlook for the next 24 hours (from 06:00), valid until
24 hour text forecast is available.
5.1.4 Minimum predicted road surface temperature and periods sub zero if
appropriate.
5.2 24hr Text forecast (12 noon to 12 noon the following day)
One forecast text identifying each of the climatic domains across the area is to be
provided for the T&W group incorporating a traffic light warning system (red amber
Green) The texts are to be viewable by 1300 hrs, and must include the following for
each of the climatic domains.
5.2.1 General expectation of hazards during the 24 hr period
5.2.1.1 All road surface temperatures are expected to remain above
freezing with no ice and/or snow accumulations (green).
5.2.1.2 Some or all road surface temperatures are expected to fall
close to or below freezing with ice and/or snow accumulations possible
(amber).
5.2.1.3 Some or all road surface temperatures are expected to fall
below freezing with ice and/or snow accumulations (red).
5.2.2 Minimum predicted air temperature;
9
SPECIFICATION
5.2.3 Minimum predicted road surface temperature and periods sub zero if
appropriate;
5.2.4 Weather summary giving prediction (Y/N) and degree of confidence of
the following hazards: - Ice, Hoar Frost, Snow, Fog, Strong Winds and Rain
during the 24 hr period. [Rain hazard means 2mm/hr for any hours over the
24hr period; strong wind hazard shall mean gusts 25mph and fog hazard
shall mean visibility < 200metres];
5.2.5 Items 5.3.1 to 5.3.4 are to be provided for each of the climatic domains
(see appendix A)
5.2.6 If ice or hoar frost is forecast – its extent and timing;
5.2.7 If snow is forecast – its timing, extent, amount and type, the direction
from which the snow will develop, the likelihood of drifting and the height
above which accumulation is likely;
5.2.8 Wind speed and direction;
5.2.9 General synopsis of the weather conditions over the 24 hour period
5.2.10 Pertinent comments
5.2.11 The forecast text is to be amended in accordance with item 8 below.
5.3 2 to 5 day forecasts
One forecast text is to be provided for the Tyne & Wear Group incorporating
a traffic light warning system (red, amber and green). To be viewable by
10:00 hours and is to include the following:
5.3.1 General expectation of hazards during each 24 hr period
5.3.1.1 All road surface temperatures are expected to remain above
freezing with no ice and/or snow accumulations (green).
5.3.1.2 Some or all road surface temperatures are expected to fall
close to or below freezing with ice and/or snow accumulations are
possible (amber).
5.3.1.3 Some or all road surface temperatures are expected to fall
below freezing with ice and/or snow accumulations (red).
5.3.2 Minimum predicted road surface temperature.
5.3.3 Weather summary giving prediction (Y/N) of the following hazards:-
Ice, Hoar Frost, Snow, Fog, Strong Winds and Rain during the 24 hr
period. [Rain hazard means 2mm/hr for any hours over the 24hr
period; strong wind hazard shall mean gusts 25mph and fog hazard
shall mean visibility < 200metres]
5.3.4 Text giving general synopsis and trends for each 24 hour period
10
SPECIFICATION
5.4 Site specific forecast graphs
Detailed 24 hour site specific forecasts (12 noon to 12 noon the following day) shall
be issued for the following sites based on the indicated Road Weather Station sites.
Forecasts must be viewable by 13:00 hours.
Tyne & Wear Group.
Forecast Site
B1238 Great North Road
B6918 Ponteland
C304 Garesfield
A1231 Wessington Way
A1018 Sunderland Road
Hedworth Lane
A1058 Formica
Burdon Lane
Authority
Newcastle
Newcastle
Gateshead
Sunderland
South Tyneside
South Tyneside
North Tyneside
Sunderland
Non Forecast Sites
None Forecast Sites
A185 Hebburn
A690 Houghton Cut
Authority
South Tyneside
Sunderland
For road weather station information see Appendices A & B.
The site specific forecast shall be a graphical representation, against time, of
predicted dew point, road surface temperature and road surface state and shall be
amendable in accordance with item 8 below. These graphs should be displayed on
the Weather Bureau and the service provider must make arrangements with the
Weather Bureau company to do so, such that actual road surface temperature, road
surface state and dew point are displayed with the forecast details.
5.5 Thermal Maps:
Site specific forecast information must be compatible with Thermal Mapping
Systems.
6.
Internet Site
The contractor must arrange for an internet site to show the following information;
6.1 Forecasts:
Copies of the morning summary, 24 hr text, 2-5 day forecast, and any
amendments thereof, as detailed above.
6.2 Site Specific Forecast Graphs.
Copies of the forecast graphs detailed in 5.3 above should be shown on the
internet site and the contractor should arrange with the Weather Bureau to
show the following site specific forecast graphs which are produced for other
11
SPECIFICATION
Local Authorities or Highways Agency Maintenance Agents with who we have
arrangements to view their forecast graphs.
Other sites viewable by the Tyne & Wear Group
Location
Cramlington
Blackfell
Hedworth
Silverlink
Mowden Hall
Metro Centre
Road No
A189
A194m
A19
A19
A69
A1
Owner
Northumberland
Area 14
Autolink
Area 14
Northumberland
Area 14
6.3 Road Weather Stations. The contractor is to arrange with the Weather
Bureau to access and display the following data for all of the weather stations
mentioned in 5.5 and 6.2 above and Appendix B:
6.3.1 The previous 24hrs site data in graphical (if not already
included as a forecast site graph) and tabular format
6.3.2 An area wide map showing the current road surface temp and
surface state for each weather station.
Access to the site shall be restricted by the use of secure usernames and passwords
the details of which shall be supplied to the employer by the contractor. The number
of concurrent users allowed access to the internet site shall only be restricted by the
contractor following consultation and agreement with the Tyne & Wear Group.
7
Forecast Monitoring
It shall be the Contractor’s responsibility to ensure that all forecasts are successfully
mounted by the required time on the Weather Bureau. In the event of any failure
then the Contractor must immediately inform the nominated duty officer of each
Authority within the Tyne & wear Group of the problem and give a timescale for
resolution of the issue. The contractor shall make alternative arrangements to
provide the necessary forecast information to the Tyne & Wear Group in a timely
manner, but no later than 1 hour after the specified time for each of the 3 forecasts.
(morning summary by 07:00, 2 – 5 day forecast by 11:00, 24 hour forecast by 14:00
and amendments within 1 hour of notification).
The Contractor shall during the forecast period, monitor the actual weather
conditions, using all relevant information including interrogation of the data on the
Weather Bureau.
8
Forecast Amendments
Amendments to the 24hr forecast texts and site specific forecast graphs shall be
issued by the Contractor in accordance with the criteria contained in Appendix C.
The nominated Duty Officers of each Authority within the Tyne & Wear Group shall
be notified immediately by telephone and this shall be followed by updated text
and/or graphical forecasts being mounted on the Weather Bureau. The initial contact
with duty officers shall be via the relevant phone number (leaving a voicemail
12
SPECIFICATION
message if the call goes unanswered). If the call to the mobile phone goes
unanswered in person then a follow up call to the alternate phone number will
be required. An officer(s) from the affected authorities must be advised of the
amendment directly.
9
Consultancy
24 hour telephone access to forecasters shall be available to all relevant personnel
to discuss weather conditions and details of forecast.
10 Forecast Enquiries
The contractor shall provide a suitable enquiry form on which the Tyne & Wear
Group raise enquiries/problems with the forecast delivery or output, which can be
sent to a nominated email, address and/or fax number. The contractor shall provide
a detailed response to any enquiry within 48 hours of the recorded transmission
time.
11. Performance, Accuracy, Attendance at Meetings and Reports
11.1 Performance
Throughout the period of the delivery of the service the performance of the
contractor will be continuously monitored in respect of the provision of forecast
information, forecast amendments, consultancy, enquiry response and overall
performance on the contract. In the event of non performance (perceived or
otherwise) the contractor will be required to attend ad hoc meetings to discuss the
performance
11.2 Performance Reports
The contractor shall provide a performance report (by exception) on a monthly basis
by 7th day of the following month detailing any failures to provide forecasts by the
stipulated time and/or failure to notify the Tyne Wear Group or member authority of
any amendments to forecasts. The report will identify both the reasons for the
failures and any remedial measures instigated to prevent a recurrence.
11.3 Accuracy
The Contractor shall provide the following accuracy reports, for each specific
forecast site, on a monthly basis by the 7th day of the following month and an overall
report for the season by the 31st May. Non attainment of targets will require an
explanation and an improvement plan.
11.3.1 Frost Detection Rate: The number of correctly forecast frosts based
on both initial forecast and any subsequent amendments up till Midnight
(Frost forecast/Frost occurred) expressed as a percentage of all frosts that
actually occurred, target >90%.
11.3.2 False Alarm Rate: The number of false alarms based on both initial
forecast and any subsequent amendments up till Midnight (Frost forecast/No
Frost Occurred) as a percentage of all frosts that actually occurred, target
<10%.
11.3.3 Miss Rate: The number of missed frosts based on both initial forecast
and any subsequent amendments up till Midnight (No Frost forecast/Frost
Occurred) as a percentage of all frosts that occurred, target <7%.
11.4 Attendance at Meetings
The contractor shall attend Pre-Season, Mid Season, End of Season and any ad hoc
meeting as required by the Tyne & Wear Group.
13
SPECIFICATION
11.5 End of Season Report
The report shall be presented to the End of Season meeting and shall include a
general description of the weather conditions on a month by month basis for the
period of service (sunshine amounts, rainfall amounts, frosts compared with
average), winter climatology, season accuracy figures and an overall summary.
11.6 Contractor Performance
The contractor’s performance will be taken into account by the Tyne & Wear Group
when deciding to take up any option to extend the contract.
12. Service Enhancements
Throughout the duration of the contract there may be requirements from Authorities
within the Tyne & Wear Group to be provided with enhancements to the service
outside the scope of this specification, such as a summer web service or route based
forecasting. These enhancements will be negotiated separately between the
successful contractor and the relevant Authority.
13. Training
Throughout the duration of the contract it may be necessary for personnel from the
Tyne & Wear Group to be provided with training on the services provided by the
contractor. The aim of the training, as a minimum, would be to provide background
knowledge of the service, what products that the service provides and how
personnel can interpret/interrogate these products to make operational decisions.
The training will be negotiated separately between the successful contractor and the
Tyne & wear Group
14
SPECIFICATION
15
SPECIFICATION
APPENDIX B – Road Weather Station Location Details
Site no
Site
1
B1318 Great North
Road
2
B6918 Ponteland
3
C304 Garesfield
4
A1231 Wessington
Way
5
A690 Houghton Cut
6
A1018 Sunderland
Road
7
Hedworth Lane
(Master)
8
A185 Hebburn
9
A1058 Formica
10
Burdon Lane
Approx Location
54°59'22.9992'’
(54.989722) ;
-001°36'52.9992’'
(-1.614722)
55°01'39.0000'’
(55.0275);
-001°41''57.9984'
(-1.699444)
54°55'49.0080'’
(54.93028);
-001°48'20.0160’'
(-1.80556)
54°54'38.9880'’
(54.91083);
-001°27'19.0080'’
(-1.45528)
54°51'01.0080'’
(54.85028);
-001°27'46.0080’'
(-1.46278)
54°56'48.0120’'
(54.94667);
-001°23'39.0120'’
(-1.39417)
54°57'18.0000’' (54.955);
-001°28'21.0000’'
(-1.4725)
54°5739.9996'’
(54.961111);
-001°31'32.0016’'
(-1.525556)
55°00'54.0000'’ (55.015);
-001°28'13.0080’'
(-1.47028)
54°51'20.0160'’
(54.85556)
-001°26'47.0040’'
(-1.44639)
Frequency of
Data
Forecast or Monitoring
Approx Height Above
Sea Level
10-minute
Forecast /owned Newcastle
60 meters (197 feet)
10-minute
Forecast /owned Newcastle
68 meters (223 feet)
10-minute
Forecast /owned
Gateshead
231 meters (759 feet)
60-minute
Forecast /owned
Sunderland
29 meters (97 feet)
20-minute
Monitoring /owned
Sunderland
108 meters (356 feet)
10-minute
Forecast /owned
South Tyneside
20 meters (66 feet)
10-minute
Forecast /owned
South Tyneside
10-minute
Monitoring / owned
South Tyneside
47 meters (154 feet)
10-minute
Forecast /owned
North Tyneside
58 meters (190 feet)
20-minute
Forecast /owned
Sunderland
145 meters (475 feet)
16
28 meters (93 feet)
SPECIFICATION
11
A189 Cramlington
12
A194M Blackfell
13
A19 Hedworth
Lane
14
A19 Silverlink
15
A69 Mowden Hall
16
A1 Metro Centre
55°04'19.9920'’
(55.07222)
-001°34'26.0040’'
(-1.57389)
54°54'01.1016'’
(54.900306)
-001°33'30.8016'’
(-1.558556)
54°57'23.0004'’
(54.956389);
-001°28''21.0000'
(-1.4725)
55°00'20.9988’
(55.005833);
-001°29''40.9992'
(-1.494722)
54°58'42.9960'’
(54.97861);
-001°55''05.9880'
(-1.91833)
54°57''15.9840'
(54.95444);
-001°40''06.9960'
(-1.66861)
10 -minute
Forecast /owned by
Northumberland
53 meters (173 feet)
20-minute
Forecast /owned by Area 14
95 meters (311 feet)
20-minute
Monitoring /owned by Autolink
25 meters (83 feet)
20-minute
Monitoring /owned by Area 14
52 meters (168 feet)
10-minute
Monitoring /owned by
Northumberland
108 meters (355 feet)
20-minute
Monitoring / owned by Area 14
16 meters (52 feet)
Notes
1. All Road Weather Stations are supplied and maintained by Vaisala Ltd
2. Full Station = Air Temp / Dew Point Temp / Surface Temp / Surface State / Depth Temperature / Wind Speed / Wind Direction / Rain State
17
SPECIFICATION
APPENDIX C - Forecast Amendment Criteria
Criteria for amendment of a text forecast
1. If there is a change of frost status. No frost to frost, or vice versa - where frost
refers to road surface temperature of zero degrees Celsius or less.
2. If the actual road surface temperatures are below (or are now forecast to fall
below) plus 2 degrees Celsius, when initially forecast otherwise.
3. If there is a change in snow status as follows:

Change of accumulations category
e.g. nil to slight, slight to moderate, moderate to heavy and vice versa.
Slight < 2.5 cm
2.5 cm < moderate < 10 cm
heavy > 10 cm

Change from isolated to widespread (e.g. for snow showers)

Earlier or later thaw than expected.

Change in commencement/cessation time of more than two hours.
4. If there is significant change in surface wetness and road temperatures are
expected to fall to zero degrees Celsius or below.
5. If there is a change by two hours or more in the timing of a frost.
Criteria for amending a site specific graph:
1. The forecast RST crosses the zero line (either way), when not previously
forecast to do so.
2. The forecast RST crosses the zero line two hours earlier or later than
forecast.
3. Change of state of ground frost/no frost, ice/no ice and snow/no snow or visa
versa.
4. Change of precipitation snow/no snow or rain/no rain or visa versa.
5. When RST < 2 when initially forecast otherwise.
18
Winter Road Weather Forecasting Service from 1st October 2013 until 30th
September 2016 (the Contract) with an option to extend for further periods of 1
year (2016/17) + 1 year (2017/18). NEPO ref: QTLE- 97ZHT7.
QUALITY QUESTIONNAIRE
19
Notes for Contractors
Purpose of this document
The Tyne & Wear Group requires the information sought in this questionnaire from
contractors tendering for the provision of the Winter Road Weather Forecasting
Service (2013 – 2016 with an option to extend for further periods of 1 year (2016/17)+
1 year (2017/18).
Responses to the quality questionnaire will be used in the evaluation process on a
70% quality 30% price basis by panel of Tyne and Wear Group representatives.
Please answer every question. If the question does not apply to you please write N/A;
if you don’t know the answer please write N/K.
“Authority” means the purchasing organisation that is seeking to award the contract.
Please return this form with your tender as described in the Instructions to Tenderers.
20
1.
BASIC DETAILS OF YOUR ORGANISATION
1.1
Name of the organisation in whose
name the tender is being submitted:
1.2
Contact name for enquiries about
this bid:
1.3
Contact position (Job Title):
1.4
Address:
Post Code:
1.5
Telephone number:
1.6
Fax number:
1.7
E-mail address:
1.8
Website address (if any):
1.9
Company Registration number (if
this applies):
1.10
Date of Registration:
1.11
Registered address if different from
the above:
Post Code:
1.12
VAT Registration number:
1.13
Is your organisation:
i) a public limited company?
(Please tick one)
ii) a limited company?
iii) a partnership
iv) a sole trader
v) other (please specify)
1.14
Name of (ultimate) parent company (if this applies):
1.15
Companies House Registration number of parent
company (if this applies):
21
2.
FINANCIAL INFORMATION ( for guidance this section may be
referred to respective Finance representatives)
£………… for
year ended /
/
2.1
What was your turnover in the last
two years (if this applies)?
2.2
Has your organisation met the terms of its banking
facilities and loan agreements (if any) during the past
year?
£………… for
year ended /
/
Yes / No
2.3
If “No” what were the reasons, and what has been done to put things
right?
2.4
Has your organisation met all its obligations to pay its
creditors and staff during the past year?
2.5
If “No” please explain why not:
2.6
What is the name and branch of
your bankers (who could provide a
reference)?
Yes / No
Name:
Branch:
Contact details:
Please provide the following:
2.8
A statement of your turnover, profit & loss account and
cash flow for the last two years of trading
Yes / No
2.9
A statement of your cash flow forecast for the current
year and a bank letter outlining the current cash and
credit position
Yes / No
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3.
QUALITY ISSUES
Please answer in the expanding box for each question, use font size 10
for a MAXIMUM of 1/3 page or ½ page as stated
3.1
Experience:
Please indicate how long your company has been providing forecasting
services to organisations delivering a road winter service, your current
road winter service clients and your road winter service clients over the
last five years.
Please provide contact details for at least four of these recent/current
clients.
Answer:
3.2
Regional Knowledge:
This is a key factor in the delivery of the contract. Please give the number
and location of any current and previous contracts in Northern England to.
the Scottish border, and how long you have been forecasting for each
contract. How many of the staff (3.4 below) will be employed in the region
to deliver the service for the Tyne and Wear group of authorities.
Answer:
3.3
Accuracy:
Please indicate your performance figures for Frost Detection Rate, False
Alarm Rate, Miss Rate and Overall Accuracy over the last five years on
road forecasting contracts both within Northern England and over all your
other road forecasting contracts. For details see Specification (para 11.3)
Answer:
3.4
Quality of Staff:
The quality of forecasters is very important so please give the basic
minimum qualification requirements for your road forecasting staff and
indicate how many forecasters with this minimum qualification you
currently employ.
If you are successful in winning this contract do you envisage having to
employ additional qualified forecasters and if so where would you source
them and will they be available prior to the winter season 2011-12?
Answer:
3.5
Scientific Advancement:
Please indicate what advancements you have made to improve the quality
and accuracy of your forecasting systems over the last five years and also
any that are planned over the next four years.
Answer:
23
3.6
Method Statement:
Please provide a method statement for the production of your road
weather forecasts, including your raw data source and whether it is
subjected to any quality procedures prior to its use for forecast production.
Answer:
3.7
Continuity of Service:
Continuity of service during the winter season is an essential requirement
of the contract. You should enclose a copy of your Business Continuity
Plan which should highlight your plans to deal with: fire, short or long term
local communication failure, short or long term local power failure, short
and long term staff absences and any other short or long term failures that
could affect your service delivery.
Answer:
4.
4.1
QUALITY ASSURANCE
Does your organisation hold a recognised quality
management certification for example BS/EN/ISO 9000
or equivalent? Please provide copy of the certificate.
Yes / No
4.2
If not, does your organisation have a quality
management system*? Please provide details.
Yes / No
4.3
If you do not have quality
certification or a quality
management system, please
explain why:
5.
5.1
EQUAL OPPORTUNITIES
Is it your policy as an employer to comply with the Race
Relations Act 1976 as amended by Race Relations
(Amendment) Act 2000, and is it your practice not to
treat one group of people less favourably than others
because of their colour, race, nationality, or ethnic origin
in relation to decisions to recruit, train or promote
employees?
Yes / No
5.2
Is it your policy to comply with the Disability
Discrimination Act 1995?
Yes / No
5.3
Is it your policy to comply with The Employment Equality
(Religion or Belief) Regulations 2003 and The
Employment Equality (Sexual Orientation) Regulations
2003?
Yes / No
24
5.4
5.5
5.6
In the last three years has any finding of unlawful
discrimination been made against your organisation by
any court or industrial or employment tribunal?
Yes / No
In the last three years has your organisation been the
subject of a formal investigation by the Commission for
Racial Equality (CRE) on grounds of alleged unlawful
discrimination?
Yes / No
If the answer to question 4 and / or 5 is “Yes”, what steps did your
organisation take as a result of that finding or investigation?
Answer, (½ page MAX.):
Is your policy on race relations and employment equality set out:
5.7
In instructions to those employees concerned with
recruitment, training and promotion?
Yes / No
5.8
In documents available to employees, recognised trade
unions or other representative groups of employees?
Yes / No
5.9
In recruitment advertisements or other literature?
Yes / No
5.10
If asked, could you provide relevant examples of the
instructions, documents, recruitment advertisements or
other literature?
Yes / No
Do you follow as far as possible the Commission for
Racial Equality's Code of Practice for Employment as
approved by Parliament in 1983, which gives practical
guidance to employers and others on the elimination of
racial discrimination and the promotion of equality of
opportunity in employment including the steps that can
be taken to encourage members of the ethnic minorities
to apply for jobs or take up training opportunities?
Yes / No
5.11
6.
PROFESSIONAL AND BUSINESS STANDING
Do any of the following apply to your organisation, or to (any of) the
director(s) / partners / proprietor(s)?
6.1
Is in a state of bankruptcy, insolvency, compulsory
winding up, receivership, composition with creditors, or
subject to relevant proceedings
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Yes / No
6.2
Has been convicted of a criminal offence related to
business or professional conduct
Yes / No
6.3
Has committed an act of grave misconduct in the course
of business
Yes / No
6.4
Has not fulfilled obligations related to payment of social
security contributions
Yes / No
6.5
Has not fulfilled obligations related to payment of taxes
Yes / No
6.6
Is guilty of serious misrepresentation in supplying
information
Yes / No
6.7
Is not in possession of relevant licences or membership
of an appropriate organisation where required by law
Yes / No
6.8
If the answer to any of these is “Yes” please give brief details below,
including what has been done to put things right. If “Yes” to any of the
above questions and no acceptable explanation is provided, the Tyne and
Wear Group reserve the right to withdraw the tendering party from this
Tender process.
Answer (1/2 page MAX.):
7.
I declare that to the best of my knowledge the answers submitted in this
questionnaire (and any supporting modules) are correct. I understand
that the information will be used in the evaluation process of the tender.
FORM COMPLETED BY
7.1
Name:
7.2
Position (Job Title):
7.3
Date:
7.4
Telephone number:
7.5
Signature:
Note:
* “system” means processes and procedures to ensure that the subject is properly
managed. This includes making sure that legal requirements are met.
26