Angus Housing Association
Pre-Qualification Questionnaire
NEW KITCHENS AND HEATING,
CONDOR CRESCENT
MONTROSE
Guidance Notes for Completion of Qualification Questionnaire
1.0 Questionnaire Purpose
1.1 Angus Housing Association wish to procure a contract for the proposed Improvements to 30
properties in Condor Crescent, Montrose. The purpose of this questionnaire is to allow the
Association to identify a number of suitably qualified and experienced contractors who will be
invited to tender for the Contract.
1.2 Inclusion in the PQQ process implies no guarantee of selection or inclusion in the final tender
process
2.0 Basis of tenders
2.1 The contract period shall be from around March – May 2015
2.2 Suitably qualified contractors are required to complete and submit a PQQ together with all
other relevant information required by the questionnaire to support their bid.
3.0 Description of works
3.1 The contract comprises the replacement of kitchens, boilers and radiators. The Tender
Documents and tender drawings will provide more detail.
3.2 The contract has an estimated value of £190,400, (excluding VAT) and will be based on
Traditional form of Contract.
3.3 The association will shortlist contractors to tender based on the information submitted through
the PQQ process (see 2.2 above).
4.0 PQQ evaluation
4.1 The purpose of this questionnaire is to allow us to identify suitably qualified and experienced
contractors who will be invited to tender for the works. Contractors will be assessed against key
criteria which are set out in section 7.
4.2 Questionnaire Layout
The questionnaire is arranged in four sections:
Part A
Part B
Part C
Part D
General company information
Financial status
Business probity
Service operation and quality
4.3 Questionnaire Responses
Questionnaires will be available for downloading from the Association’s website –
www.angusha.org.uk/pqq
Completed questionnaires must be submitted electronically, to Angus Housing
Association, for the attention of Ron McArthur, Asset Manager at admin@aha.org.uk
Contact number 0845 177 2244.
For any enquires (only), contact Ron McArthur on the contact number or e-mail
ron@aha.org.uk
Candidates are advised that their responses may be reproduced and that no further indication or
request prior to publication will be made.
Only information provided as a direct response to the questionnaire will be evaluated.
Candidates should respond to the questionnaire on the basis that the Association has no
prior knowledge of their organisation. Information and detail which forms part of general
company literature or promotional brochures etc. will not form part of the evaluation process.
Marketing material should not be included
Supplementary documentation may be attached to the questionnaire where applicants have been
directed to do so. Such material must be clearly marked with the name of the organisation and
the question to which it relates. All questions must be answered.
Where necessary, we may request clarification of answers provided or ask for additional
information.
The response should be submitted by an individual of the organisation or company who has
authority to answer on behalf of that organisation or company.
Candidates should be aware that erroneous or incorrect responses may result in exclusion from
the selection process. In the event that errors are discovered after invitations to tender have been
issued the candidate may be required to return tender documents which will be deemed void. In
the case where the error or misrepresentation is not discovered until after the contract is
awarded, the Authority reserves the right to determine the contract and all costs incurred by us as
a result of the determination shall be recoverable from the provider under the contract.
NOTE: In respect of an expression of interest which includes sub-contractors, the lead
organisation should complete the questionnaire. We may request further information from the
lead organisation should it be deemed necessary for evaluation purposes.
5.0
CONTRACT TITLE
5.1 Application to be included on the tender list for:
Proposed Improvements, Condor Crescent, Dundee
5.2
TIMETABLE –
Please note that the undernoted dates many be subject to adjustment
Issue of Public Contracts Scotland notice Wednesday 26th November 2014
and availability of PQQ;
Deadline for Return of PQQ;
Wednesday 10th December 2014
(Completed questionnaires received by Angus Housing Association after this date
will not be considered)
Issue of invitation to tender
5th January 2015
Return of Tender Documents:
12 noon on 23rd January 2015
Award of Contract Notice:
Week commencing 26th January 2015
Contract start date:
Week commencing 2nd March 2015
Contract completion date:
Mid May 2015
6.0
OVERVIEW OF THE REQUIREMENT
6.1
Angus Housing Association Ltd is a charity registered in Scotland and a
registered social landlord that provides quality affordable accommodation for people in
housing need.
6.2
Value of work - approximately £190,400
6.3
Period of contract – approximately 12 calendar weeks
7.0 QUESTIONNAIRE SELECTION CRITERIA
7.1 Questionnaires will in the first instance be reviewed for completeness and a
satisfactory response to the Business Probity (Part C), Financial Status (Part B), and
then General Company Details (Part A questions).
Candidates who fail to answer all of the questions and submit all of the required
information will, save in the case where the right of the Partner Housing Associations
to call for further information has been reserved, will be excluded.
Candidates who fail to provide a satisfactory response to the business probity (part C)
questions will be excluded in accordance with Regulation 23 of the Public Contracts
(Scotland) Regulations 2006.
The responses to the Financial Status (part B) questions will be assessed on a
pass/fail basis to ensure that suitably qualified and experienced candidates have the
financial standing to perform the contract(s). Candidates who fail will be excluded.
Then the remaining candidates service operation capacity and quality of service will
be assessed based on part D candidates will be ranked according to the scores
achieved.
In the ranking of candidates, the Associations will apply a scoring and assessment
methodology in which responses to the PQQ questions will be ranked according to a
pre agreed scoring system on a 0-10 scale. The scores for the questions within each
section will then be multiplied by the weighting factor assigned to each question of
group of questions on the basis of its relative importance. The weighted scores for
each question will then be added together to give a total weighted score for the PQQ
response
The responses to part D will be scored and weighted as follows;
Part D:
score
weighting
factor
Principal business activities (Q23)
Organisation’s
Experience–similar
services
(Q24)
Organisational chart (Q25)
Contract management staff qualifications
(Q26)
Incorporation of workload (Q27)
Project management (Q28)
Local Labour Initiatives (Q 29)
Joint Surveys (Q 30)
Quality Control (Q 31)
Project Delivery (Q 32)
Client and end user (Q33)
Controlling costs (Q 34)
References (Q35)
Allocation of labour (Q36)
Staff numbers Stability (Q37)
E-business (Q38)
Equal opportunities and Training (Q39)
Health and Safety (Q40-44)
1 - 10
1 - 10
1
2
Total
possible
score
10
20
1 - 10
1 - 10
1
1
10
10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1 - 10
1
2
1
1
2
10
20
10
10
20
20
20
20
30
10
10
10
10
50
Total Possible Score
2
2
2
3
1
1
1
1
1
300
NEXT STAGE
While Angus Housing Association reserves the right not to invite any candidates to tender. If we
do so, we will invite at least the top 5 ranked candidates (who reach the minimum total weighted
score) to tender. The minimum weighted score is 75%.
The contract will be let using SBC Standard building contract with quantities 2011. Full details of
which will be provided to those invited to tender.
8.0 CONTACT DETAILS
NAME
Ron McArthur
ADDRESS
Angus Housing Association
93 High Street
Arbroath
POST CODE
TELEPHONE NUMBER
DD11 1DP
0845 177 2244
All clarification questions relating to this PQQ must be submitted in writing via the Public
Contracts Scotland Portal at www.publiccontractsscotland.gov.uk
IMPORTANT INFORMATION RELATING TO THE COMPLETION OF THE PQQ
Part A (General company Details), Part B (Financial Status), Part C (Business Probity), Part
D (Service Operation capacity and Quality) are intended to capture corporate/generic
information in relation to the Candidate. All questions must be answered by the Candidate.
However, this information can be used by the Association should the Candidate receive
further PQQs from them. However responses to questions in Part D (Service Operation
and Quality), must restricted to the extent of response noted at the end of the questions.
PART A – GENERAL COMPANY DETAILS
1.
Name of Organisation
2.
Address for all correspondence
3.
Contact Name
4.
Contact Position
5.
Telephone Number
6.
Fax Number
7.
E-mail address
8.
9.
Website address (if applicable)
Address of Registered Office (If
applicable)
10.
Nature of Organisation
(E.g. Plc, Ltd, Partnership etc).
Names of the Directors or
Partners
Group
If the Organisation is a Member of
a Group of Companies, please
give the name and address of the
ultimate parent company.
Company Registration Number
(Or alternative EU registration
number).
VAT Registration Number
(Or alternative EU registration
number).
11.
12.
13.
14.
6
PART B - FINANCIAL STATUS
BANK DETAILS
If you are prepared to provide a parent company guarantee please specify that
you will do so and provide the details below for your parent company as well as
your own
15.
16.
Name of Bank:
(From which a financial reference may
be sought).
Address:
17.
Telephone Number:
18.
Suitable contact name:
19.
Telephone Number:
(if different)
Provide details of the Annual Turnover (in £ Sterling) for:
(If you cannot provide these details, please give a full explanation).
Latest Year 2013-14
Turnover
Operating profit
20.
One year previous 2013-14
Turnover
Operating profit
21.
Two years previous
Turnover
Operating profit
Provide details of your projections of Annual Turnover for the current year and for
the next two years (in £ Sterling)
Notes-the following information is required to be submitted with the PQQ
(1)
All candidates are required to provide a written reference from their bank.
(2)
All candidates are required to provide evidence or relevant professional risk
indemnity insurance.
(3)
All candidates will be required to provide a statement, covering 3 previous financial
years including the overall turnover of the candidate and the turnover in respect of the
activities which are of a similar type to the subject matter of this notice
(4)
All candidates are required to provide statements of accounts or extracts from
those accounts relating to their business
7
INSURANCES
Please give details of current insurances held in respect of the following
a.
Employers Liability
(minimum £10,000,000 GBP)
Insurer
Limits of indemnity(per occurrence and
aggregate)
Policy number
Expiry Date
b.
Public Liability
(minimum £10,000,000 GBP)
Insurer
Limits of indemnity(per occurrence and
aggregate)
Policy number
Expiry Date
c.
Professional indemnity (If Appropriate)
(minimum £2,000,000 GBP)
Insurer
Limits of indemnity(per occurrence and
aggregate)
Policy number
Expiry Date
d.
Other (specify policy type)
Contractors all risks
Insurer
Limits of indemnity(per occurrence and
aggregate)
Policy number
Expiry Date
8
PART C – BUSINESS PROBITY
22.
A
B
C
D
E
F
G
Please confirm whether any of the following criteria applies to you organisation
Is the organisation bankrupt or being wound up, having its
affairs administered by the court, or have you entered into
an arrangement with creditors, suspended business
activities or any analogous situation arising from similar
proceedings under national laws or regulations
Is the organisation the subject of proceedings for a
declaration of bankruptcy, for compulsory winding up or
administration by the court or for an arrangement with
creditors or of any other similar proceedings under national
laws or regulations
Has any employee whom you would propose to use to
deliver the service ever been convicted of an offence
concerning his professional conduct by a judgement which
has the force of res judicata*
Has any employee whom you would propose to use to
deliver the service ever been guilty of misrepresentation in
supplying or failing to supply the information that may be
required in this section
Has any director/employee whom you would propose to
use to deliver this service been guilty of grave professional
misconduct
YES
Has the organisation failed to fulfil obligations relating to
the payment of social security contributions in accordance
with the legal provisions of the UK or the country in which
it is established
All tenderers will be required to produce a declaration or
certificate demonstrating that they are not bankrupt or the
subject of an administration order, are not being wound up,
not granted a trust deed, are not the subject of a petition
presented for sequestration of their estate, have not had a
receiver, manager or administrator appointed and are not
otherwise apparently insolvent
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
NO
YES
NO
H
All tenderers will be required to produce a declaration or YES
certificate demonstrating that the tenderer, their directors,
or any other person who has the powers of representation, NO
decision or control of the candidate has not been convicted
of conspiracy, corruption, bribery, or money laundering.
Failure to provide such declaration will result in the PQQ
being declared ineligible and they will not be selected to
participate in this procurement process. Please confirm
that this information will be provided on request
I
Has the tenderer ever been convicted of any criminal
offence relating to the conduct of their business or
profession
Are you or any of you employees related to or have any
other business interests with any employee or director of
Abertay, Caledonia or Hillcrest Housing Associations? If so
J
9
YES
NO
YES
NO
K
L
please submit details.
Is there any pending or threatened litigation or other legal
proceedings connected with similar projects against your
organisation and/or any of your named sub-contractors
that may affect the delivery of the services?
Has there been any litigation or other legal proceedings
connected with similar projects against your organisation
and/or any of your named sub-contractors that may affect
service delivery of the service ion the past three years
YES
NO
YES
NO
*A matter which has already been settled in a court of law
Note: Failure to disclose information relevant to this section may result in your exclusion
from this and or any other competition or the termination of any contract that may be
awarded to you.
Any tenderer found to be guilty of serious misrepresentation in providing any information
required, may be declared ineligible and not selected to continue with this procurement
process.
10
PART D – SERVICE OPERATION CAPACITY AND QUALITY OF SERVICE
23.
Briefly Describe all principal business activities of your organisation, length of
time you have been trading and scope of your relevant experience in this field
SCORE 0-10
Max ½ page
24.
State your organisation’s experience in delivering similar type work as
described in the overview of requirements section of this questionnaire with
particular reference to social housing. Please provide client names and list of
contacts, completion dates, contract values and unit numbers.
SCORE 0-10
Max 1 page
25
Weighting 1
Weighting 2
Provide an organisational chart to clearly indicate the management/staff
structure for the provision of this contract. The chart should clearly indicate
your own staff team relationships to the client team and sub-contractors if
applicable
PLEASE DO NOT SUPPLY A GENERAL ORGANISATIONAL CHART FOR YOUR
COMPANY OR BUSINESS UNIT
SCORE 0-10
Max ½ page
26
Provide details of the qualifications and experience of your managerial and
senior staff as detailed in the organisation chart requested in question 25
you may append CV’s
SCORE 0-10
Max 1 page
11
Weighting 1
Weighting 1
27
Please indicate how this contract will be incorporated into your organisations
current workload, with particular reference to staffing resources and your
current business commitments
SCORE 0-10
Max ½ page
28
Describe how your organisation will generally manage a project of this nature.
Particular reference should be made to location of managerial staff and
resourcing of tradesmen; location and nature of business base in relation to
operational area of the contract.
SCORE 0-10
Max 1 page
29
Weighting 1
Weighting 2
Describe your experience of and approach to Local labour
agreements/Apprenticeship Schemes
SCORE 0-10
Max ½ page
30
Weighting 1
Describe your company’s experience and approach to carrying out joint surveys
in conjunction with clients on refurbishment and improvement project in
preparation of final project proposals.
SCORE 0-10
Max ½ page
12
Weighting 1
31
Describe your experience of and approach to Quality control and approach to
achieving zero defects and right first time
SCORE 0-10
Max 1 page
32
Weighting 2
Describe your experience of and approach to delivering projects of a similar
nature within tight client deadlines
SCORE 0-10
Max 1 page
33
Weighting 2
Describe your experience of and approach to Client and end user care, support
and advice.
SCORE 0-10
Max 1 page
34
Weighting 2
Describe your experience of and approach to agreeing and controlling costs in
conjunction with client’s design team
SCORE 0-10
Max 1 page
35.
Provide details for 3 client referees for work within the last two years that you
have undertaken that was similar in nature and scope.
Note that contact will be made with referees without further reference to you.
SCORE 0-10
Max 2 pages
a. Referee Organisation
Contact Name
Title
Telephone number
Email address
Address
13
Weighting 2
Weighting 3
Service Provided
Period of Contract
Approximate Value
b. Referee Organisation
Contact Name
Title
Telephone number
Email address
Address
Service Provided
Period of Contract
Approximate Value
c. Referee Organisation
Contact Name
Title
Telephone number
Email address
Address
Service Provided
Period of Contract
d. Approximate Value
14
OTHER INFORMATION REQUIREMENTS
TECHNICAL, ADMINISTRATIVE, IT CAPACITY AND MANAGEMENT OF SUB
CONTRACTORS
36.
Describe your approach to the allocation of labour (internal and external), plant,
technical equipment, to undertake the contract.
SCORE 0-10
Max ½ page
37.
Please provide details of the average annual numbers of managerial, trades and
administrative staff directly employed by your organisation over the previous 3
years.
SCORE 0-10
Max ½ page
38.
Weighting 1
Please describe your organisation’s approach to recruiting and training staff.
Also describe your approach to Equal Opportunities. The Association reserve
the right to request copies of policies.
SCORE 0-10
Max ½ page
HEALTH AND SAFETY
15
Weighting 1
Please provide details of your organisations e-business experience and
capability. Include details of software packages currently in use by your
business and any relevant experience related to IT for similar contracts both
current and previous
SCORE 0-10
Max ½ page
39.
Weighting 1
Weighting 1
40.
The purpose of this section of the questionnaire is to allow your organisation to
demonstrate competence in accordance with the Health and Safety at Work Act
1974, including all amendments and all related regulations relevant to the
contract
SCORE 0-10
Demonstrate that your Health and Safety Policy is regularly reviewed and signed
off by the relevant senior personnel
SCORE 0-10
Max ½ page
41.
Provide, the name, qualifications and relevant experience of your organisations
safety advisor and also those immediately responsible for implementing health
and safety
SCORE 0-10
Max ½ page
42.
Weighting 1
Provide details of all RIDDOR reportable events in the last three years. Provide
details of any HSE enforcement notices served on your organisation in the last 5
years and provide details of any remedial actions taken. (Note: significant or
unresolved HSE notices may result in exclusion from the competition)
SCORE 0-10
Max ½ page
44.
Weighting 1
Detail Health and Safety training courses attended by management supervisory
staff and site operatives. Please list on the attached pro-forma – Appendix A
SCORE 0-10
Max ½ page
43.
Weighting 1
Weighting 1
Outline your procedures for eliminating hazards, controlling risks for any works
and carrying out Risk Assessments
SCORE 0-10
Max ½ page
Weighting 1
DECLARATION
_________________________________________ wish to register interest and apply to be
considered for short listing to receive an Invitation to Tender for the Proposed
Improvements to 30 properties in Condor Crescent, Montrose I confirm that the answers
16
given on this questionnaire are true, complete, accurate and not misleading.
Signed:
Print Name:
Company Name:
Title:
Date:
HEALTH AND SAFETY RECORDS
Appendix A
Training Record (Please insert
the name of employee
attending the course in this
column)
17
Health & Safety Training Record
e.g. Site
Management Safety
(Please insert the
name of the course
attended here)
e.g. Alex Sample
Site Management
Safety - 01.05.08
Details of Qualifications Obtained
Appendix B
Name
18
Date
19