Janitorial Supplies
Pre Qualification Questionnaire
Spectrum Housing Group
1
Spectrum Housing Group
Contents
1.
Introduction – Spectrum Housing Group ----------------------------------- 3
1.1
1.2
Purpose and Organisation of this Document ------------------------------------- 3
Introduction & Overview ----------------------------------------------------------------- 4
2.
Introduction – The PQQ Process ---------------------------------------------- 5
2.1
Issue of the PQQ --------------------------------------------------------------------------- 5
3.
Procurement Timeline ------------------------------------------------------------- 6
4.
PQQ Clarification Questions & Answers ------------------------------------ 8
5.
PQQ Deadline for Responses --------------------------------------------------- 9
6.
PQQ Evaluation ---------------------------------------------------------------------- 9
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
Preliminary Compliance Review ------------------------------------------------------ 9
Initial Evaluation --------------------------------------------------------------------------10
Detailed Evaluation-----------------------------------------------------------------------10
PQQ Clarification Questions from the Group ------------------------------------12
Pre-Qualification --------------------------------------------------------------------------12
Responsibility for Costs ----------------------------------------------------------------13
Discontinuance ----------------------------------------------------------------------------13
Commercial Framework ---------------------------------------------------------------13
Agreement Duration ---------------------------------------------------------------------13
7.
Workforce Policies and Strategies ------------------------------------------ 13
7.1
7.2
Information and Communications Technology (ICT) --------------------------14
Instructions on Completing the PQQ -----------------------------------------------14
Annex A Pre-qualification questionnaire ---------------------------------------- 18
Annex B
Clarification Question Template and Responses ---------------- 20
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
2
Spectrum Housing Group
1.
Introduction – Spectrum Housing Group
Spectrum Housing Group is a Registered Provider of Social Housing (Housing
Association) registered with the Industrial and Provident Society and the HCA
(4759). The Group owns and manages over 18,000 homes, maintains a
further 35,000 properties and will be developing in the region of 700 homes a
year through Source Development Partnership across the South and South
West of England. It is the Group that will be contracting with the successful
bidder.
For more information on the Spectrum Housing Group please go to our
website www.spectrumhousing.co.uk
The service provision will be required for each of our sites located across
mainland England and the Isle of Wight. Our main sites are open from 08:00
to 20:00 Monday to Friday.
As part of a pragmatic and cost effective approach, Spectrum is rolling out the
solution in a phased manner. Initially, key localities such as the offices and
depots are to utilise the service provision. The second stage may be some of
our PFI sites. It is envisaged that the successful supplier will work alongside
Spectrum’s key stakeholders to agree a plan of approach.
The scope of the services to be covered by the contract between the
Spectrum Housing Group and the successful tenderer includes all aspects of
janitorial supplies, to be provided at the premises of the Group across
mainland England and the Isle of Wight.
Spectrum is looking for a Janitorial Supplies Company able to:
Provide all cleaning supplies (detergent, glass cleaner, disinfectant,
polish product, etc.) and operational material.
All materials should be eco-friendly.
Distribute all consumable supplies to all Spectrum Offices, Depots and
other localities within the Housing Group as required.
Next day delivery
Online ordering – bespoke catalogue
Purpose and Organisation of this Document
This Pre-Qualification Questionnaire (PQQ) is designed to evaluate the
capacity, capability, experience and eligibility of Potential Bidders (in particular
minimum levels of economic and financial standing and technical or
professional ability), to provide janitorial supplies, which are the subject of the
Spectrum Housing Group Procurement (the Procurement).
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
3
Spectrum Housing Group
This PQQ provides:
Background to the PQQ process;
Instructions on completing the PQQ; and
Blank PQQ templates for completion by Potential Bidders.
The PQQ responses will be evaluated by a tender panel in accordance with
the PQQ evaluation criteria. The results will determine which Potential
Bidders are short-listed to proceed to the next stage of the Procurement and
therefore issued with Invitation to Tender (ITT) documentation.
Introduction & Overview
Objectives and Value of Service to be provided
The key objectives of the Procurement are:
To provide the Spectrum Housing Group with all its janitorial supplies
including medical care kits.
To agree a plan of approach with key stakeholders to implement the
services provisions in a controlled / phased manner to include for
immediate and future requirements.
To conduct a full review of existing arrangements and submit a
business case offering an alternative solution where feasible and
practical.
To procure eco friendly products (low environmental impact); and
To deliver affordable and Value for Money (VfM) products
To ensure products selected as part of the procurement are compliant
with legislation i.e. Control of substances hazardous to Health
(COSHH) and other related health and safety standards.
To ensure the correct application of substances and their associated
risks and precautions.
To ensure sufficient information and instruction are provided on control
measures, personal protective equipment, results of any exposure
monitoring or health surveillance and emergency procedures.
To establish tighter control over the use and storage of materials.
The total estimated annual value of the contract is £70,000.
Length of contract to be 2 year with an option to renew for a further 2 years
subject to satisfactory performance in the first year against agreed Key
Performance Indicators.
Cleaning supplies – Summary of Services
Provide all cleaning supplies (i.e. glass cleaner, disinfectant, polish products,
etc.). The contractor shall have a thorough knowledge of the cleaning
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
4
Spectrum Housing Group
supplies, operational material and consumables. Spectrum expects the supply
of appropriate products that are both suitable and fit for purpose for example
to be used in the cleaning of bathrooms, floors, furniture and windows. The
contractor shall provide a sufficient quantity of all the necessary supplies,
materials and chemical cleaning products. Also, the use of the appropriate
chemicals should be in accordance with applicable national and European
law.
The product categories are to be broken down into the many ranges of
janitorial supplies and into manageable sections to point purchasers directly to
the exact janitorial supplies required. For example, hand and skin care,
catering disposables, bacterial detergents and wipes, medical care, laundry,
dispensers, paper etc. All products should be eco friendly – minimum impact
to the environment. Control of substances hazardous to health (COSHH),
data sheets are to be provided for all cleaning materials where applicable.
Delivery is required direct to the 23 offices, depots and PFI sites located
across mainland England and the Isle of Wight.
Material safety data sheets (MSDS) are required and are to include important
information about chemicals, including health hazards, exposure treatment
and chemical components. Spectrum is required to hold all MSDS for every
chemical used in our properties and these are to be stored with the chemical.
This helps prevent delay in retrieving the information should an accident
occur.
Your bid proposal should include:
Qualified and Experienced staff who constantly monitor quality control and
can advise on matters of health and safety relating to application of
cleaning products.
the mops, brooms, cleaning cloths etc., supplied for use in offices, kitchen
and other public areas must be different i.e. colour coded to ensure the
appropriate levels of hygiene standards are maintained at all times.
2.
Introduction – The PQQ Process
Issue of the PQQ
The PQQ has been issued by email, to all Potential Bidders who have
expressed an Interest (EOI) in the Procurement.
The Spectrum Housing Group wishes to receive responses to the PQQ from
suitably qualified and experienced Potential Bidders to provide the range of
janitorial products as set out in the summary of services and to meet the
requirements of the success factors detailed below:
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
5
Spectrum Housing Group
Critical Success Factors (CSF’s)
The Group requires the Provider to meet the following CSF’s throughout the
life of the Agreement:
Access – The services procured must be provided to the Spectrum
Housing Group, PFI sites, 23 offices and depots across mainland England
and the Isle of Wight.
Rationalisation of product range. The aim of the Procurement is to
standardise and reduce the range and number of cleaning .products
utilised across the Group.
Quality – Products and Services must be customer-centred, effective and
delivered in a safe manner. Products are to be environmentally friendly
(low impact).
Value for Money (VfM) and Affordable – The janitorial products procured
through the Procurement must be affordable and provide VfM and comply
with legislation.
The results of the PQQ evaluation will determine which Potential Bidders are
short-listed to proceed to the next stage of the Procurement and therefore
issued with the ITT documentation, which includes a more detailed
specification of requirements. Potential Bidders that are short-listed to
proceed to the ITT stage may be required to submit details of how they will
meet the CSF’s.
3.
Procurement Timeline
The timeline for the Procurement is set out in the Table below. It should be
noted that the dates are expected dates at the time of issuing this PQQ and
may be subject to change.
and 15th April 13
Date
Advert
published
Expressions of Interest invited
PQQ & Conflicts
Declaration issued
of
Interest From 15th April 13
Date for receipt of Potential Bidder From 15th April to 17th May 2013
clarification questions
Date for receipt of PQQ & Conflict of 10th June 2013 – by 12:00 noon
Interest Declaration submissions
Completion of PQQ evaluation and 11 -14th June 2013
communication of results
Invitation to Tender (ITT) issued to 17th June 2013
shortlisted Bidders
Date for receipt of ITT bids
Status
Document reference
Date document written/amended
29th July 2013
Final
Janitorial Supplies
April 2013
6
Spectrum Housing Group
Completion of ITT evaluation
communication of decision
& 30th to 2nd August 2013
2nd Sept 2013
Contract Award
Each milestone from the above table is explained in further detail below.
Further details on the timeline for the ITT stage will be detailed in the
Invitation to Tender, to be provided as above.
Return of the ‘Conflicts of Interest Declaration’
In order to further ensure a fair and competitive procurement process, the
Group requires that all actual or potential conflicts of interest be declared.
Examples of potential conflicts of interest are (without limitation) as follows:
A director, senior manager or person involved in the management of a
Relevant Organisation is on the Board, is a significant shareholder or acts
as an advisor to the Group.
A director, senior manager or person involved in the management of a
Relevant Organisation is employed by the Spectrum Housing Group.
A director, senior manager or person involved in the management of a
Relevant Organisation is related to any person who is an employee of or
on the Board of the Spectrum Housing Group.
The ‘Conflict of Interest Declaration’, provided by email with this PQQ
document, must be completed by an authorised signatory on behalf of the
Potential Bidder and sent to the Group by email as part of the PQQ
submission to:
Yvonne.kemsley@spectrumhousing.co.uk by 10th June 2013 by 12:00
noon.
This is a “Pass/Fail” requirement. Where no declaration is provided or
where the declaration identifies an actual or potential conflict of interest which
the Group considers (in its total discretion) cannot be resolved, the Potential
Bidder will receive a “fail” score at the Initial Evaluation stage and will be
excluded from further participation in the Procurement process and need not
be further considered by the Group to take forward to the ITT stage.
The Potential Bidder must immediately notify the Group Procurement
Manager by email, in the event that any actual or potential conflict of interest
comes to a Potential Bidder’s attention at any time following the submission of
the Potential Bidder’s ‘Conflicts of Interest Declaration’.
In such circumstances if the Group considers in its total discretion that the
actual or potential conflict cannot be resolved, the Potential Bidder will be
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
7
Spectrum Housing Group
excluded from further participation in the Procurement process and need not
be further considered by the Group to take forward to the ITT stage.
4.
PQQ Clarification Questions & Answers
A clarification question and answer process will operate during the PQQ
stage, as explained below. The objective of the PQQ clarification process is to
give Potential Bidders the opportunity to submit questions to the Group where
they require clarification on the information contained in the PQQ. Potential
Bidders should note that this is not an opportunity to seek additional
information from that already provided within the PQQ documents.
Potential Bidders should submit clarification questions via e-mail to
Yvonne.kemsley@spectrumhousing.co.uk using the template provided.
Clarification questions received by any other method will not receive a
response.
The Group will seek to answer clarification questions within five (5) working
days following the day of receipt. Potential Bidders are urged to review the
PQQ immediately upon receipt and identify and submit any clarification
questions as soon as possible and in any event no later than the date shown
in the Procurement timeline. Any clarification questions received after this
time will not be answered.
In order to ensure the fair and equal treatment of all Potential Bidders, the
Group will provide an anonymous copy of any clarification questions, and the
answers to those questions, to all Potential Bidders as standard (unless
considered by the Group (at its sole discretion) that it is inappropriate to do so
for reasons of, for example, confidentiality or commercial sensitivity). These
will be provided in digest form, periodically updated and circulated to all those
Potential Bidders who have expressed an interest.
Provision will be made for Potential Bidders to request clarification in
confidence (such requests must be clearly marked at the outset of each
question stating the reasons why such question is considered to be
commercially sensitive and in confidence). In responding to such requests,
the Group will reserve the right to act in what it considers a fair manner and in
the best interests of the Procurement, which may include circulating the
response to all Potential Bidders.
Potential Bidders should note that no further information, in addition to that
provided in this PQQ, will be provided about the Procurement at this time.
More detailed information on the Group’s requirements will be made available
in the ITT. Under no circumstances should Potential Bidders approach the
Group, their staff or advisers seeking further information in relation to the
Procurement. Any such approaches (direct or indirect) may result in the
Potential Bidder’s exclusion from further consideration in the Procurement.
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
8
Spectrum Housing Group
5.
PQQ Submission of Responses
The PQQ submission must be completed in accordance with the instructions
contained within the PQQ.
Completed submissions must be received by date shown in the Procurement
timeline.
Failure to return a completed PQQ by the deadline above may, at the sole
discretion of the Group result in the disqualification of the Potential Bidder
from participating in this Procurement as a non-compliant bid.
6.
PQQ Evaluation
The PQQ selection process focuses on Potential Bidders' characteristics and
suitability in principle to provide the Group requirement. The Group shall apply
the objective PQQ evaluation criteria outlined below, in order to select a
minimum of 5 Potential Bidders to proceed to the ITT stage of the
Procurement.
The evaluation of responses at PQQ stage will consist of three elements as
outlined below:
Preliminary compliance review;
Initial evaluation; and
Detailed evaluation.
Preliminary Compliance Review
The information supplied in the PQQ responses by each Potential Bidder will
be checked for completeness and compliance with the requirements of the
PQQ before responses are evaluated.
The preliminary compliance review will check, for example, that the
submission:
Answers all questions (or explains satisfactorily if considered not
applicable);
Identifies the proposed Services Supplier(s);
Has been delivered by the submission date and time;
Is made in the format, medium and quantity requested; and
Has been delivered with a completed conflict of interest declaration and
signed declaration.
Where, in the opinion of the Group, a response is non-compliant (i.e. fails to
meet any of the requirements specified in this PQQ), the Potential Bidder may
be excluded from further participation in the Procurement process, at the sole
discretion of the Group and in these circumstances need not be further
considered by the Group to take forward to the ITT stage.
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
9
Spectrum Housing Group
Please note that the Group is not required to and takes no responsibility for
asking clarification questions with regard to omitted responses.
Initial Evaluation
At initial evaluation, the Group will consider the “pass / fail” requirements of
PQQ. These items are marked as “Red-Flag items” to highlight their
importance in the PQQ.
Where the Group scores any element of the Potential Bidder’s PQQ
submission as a “fail” the Potential Bidder will be excluded from further
participation in the Procurement process and need not be further considered
by the Group to take forward to the ITT stage.
A Potential Bidder may also fail at this stage in accordance with Conflict of
Interest.
Detailed Evaluation
The detailed evaluation stage will comprise Scoring against the bidders’
answers to questions grouped in the following categories:
A
Business Structure
B
Legal and Regulatory
C
Financial & Commercial
D
HSE
E
Workforce
F
ICT
G
Environmental & Waste Management
The scoring schema for use in the PQQ evaluation is detailed in the following
table. It should be noted that evaluation will be based solely on the view of
the Group in relation to the requirements and expectations detailed in sections
on services to be provided. Each question will be evaluated using the grading
system detailed in the below table
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
10
Spectrum Housing Group
Grade label
Grade
Unacceptable
0
Compliant with
shortcomings
1
Compliant
2
Compliant with
superior capability
3
Compliant with
exceptional
capability
4
Definition of grade
The response has been omitted, or evaluator
is confident that the potential Bidder has
inadequate (or insufficient) capability /
capacity to deliver the required services.
The evaluator is confident that the potential
Bidder has a level of capability and capacity
to deliver the required services that is
adequate for the purposes of the
Procurement although contradictions in the
submission are evident, or other doubts exist.
The evaluator is confident that the potential
Bidder has a level of capability and capacity
to deliver the required services that is
adequate for the purpose of the
Procurement.
The evaluator is confident that the potential
Bidder has a level of capability and capacity
to deliver the required services that is
adequate for the purposes of the
Procurement (with significant capability
evidenced).
The evaluator is confident that the potential
Bidder has a level of capability and capacity
to deliver the required services that is
adequate for the purposes of the
Procurement (with exceptional capability
evidenced).
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
11
Spectrum Housing Group
The following summary table represents the weightings to be applied across
the capability and capacity assessment for Janitorial Products.
Workstream
Ratio (%)
A
Business Structure
Pass / Fail
B
Legal and Regulatory
Pass / Fail
C
Financial & Commercial
Pass / Fail
D
HSE
40%
E
Workforce
20%
F
ICT
10%
G
Environmental & Waste Management 30%
Total
100
PQQ Clarification Questions from the Group
The Group reserves the right to require Potential Bidders to clarify any aspect
of their PQQ submissions in writing. Any such request will be made by e-mail
to the Potential Bidder’s nominated representative. Such clarifications
questions do not seek to elicit additional information to that initially requested
in the PQQ, nor give Potential Bidders an opportunity to correct incomplete or
otherwise non-compliant submissions. Please note that the Group is not
required to and takes no responsibility for asking clarification questions with
regard to omitted responses.
It is likely that any response to a clarification question will be required within
two (2) working days of request. Failure to respond adequately or in a timely
manner to clarification questions may result in a Potential Bidder not being
considered further in the Procurement.
Pre-Qualification
Following evaluation of responses to the PQQ, Potential Bidders who exceed
a pre-specified score of 70% (as a consolidated weighted score) will be
deemed to pre-qualify for participation in the next stage of the Procurement.
However, if more than 8 Potential Bidders pre-qualify, these Potential Bidders
will be ranked based upon the scores achieved in the PQQ evaluation and a
short-list of the 5 highest scoring Potential Bidders will be compiled to take
forward to ITT Stage.
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
12
Spectrum Housing Group
It is planned for the PQQ evaluation and short-listing to be completed and the
results advised to Potential Bidders in the week commencing 11th June
2013.
Responsibility for Costs
The Potential Bidder is responsible for its costs and expenses incurred in
relation to the Procurement process (including without limitation the PQQ
submission and ITT submission) and any contract awarded to it and the
Group shall have no responsibility for any costs or expenses incurred by the
Potential Bidder or any Relevant Organisation.
Discontinuance
The Group is under no obligation to accept or enter into a contract in relation
to this Procurement and may at its discretion decide to discontinue the
Procurement process at any stage. The Group shall have no responsibility for
any costs or expenses incurred by the Potential Bidder or any Relevant
Organisation in the event of such discontinuance.
Commercial Framework
Potential Bidders’ attention is drawn to the following commercial information:


The Agreement to be entered into by the Group and the selected Provider
for the Procurement will be based on Spectrum Housing Group’s standard
terms and conditions, the terms and conditions have been adapted, as
necessary, to reflect the requirements of the Procurement.
Each Agreement will be separate to and independent of any existing
contract currently in place between a Provider and the Group.
Agreement Duration
The Agreement will be for a term of 2 years, with the possibility of extending
the term for period of 2 additional years beyond the initial contracted duration
by mutual agreement with the Provider.
7.
Workforce Policies and Strategies
Bidders will be required to provide evidence that all proposed workforce
policies, strategies, processes and practices comply with all relevant
employment legislation applicable in the UK.
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
13
Spectrum Housing Group
At PQQ stage, potential Bidders will be required to provide (without limitation)
information on the following:
Health & Safety (copy of policy to be provided)
Environmental protection (policy)
COSHH details
Material Data Sheets
Waste Management policy
Accreditations held
Information and Communications Technology (ICT)
Providers will need to manage the selection and deployment of ICT solutions
in conjunction with the Group. See Section F for information required
regarding ICT in the PQQ stage.
Further details on ICT requirements will be provided to short-list Bidders at
ITT Stage.
Instructions on Completing the PQQ
Part A -
Conflict of Interest Declaration
Potential Bidders are required to complete and return the ‘Conflicts of Interest
Declaration’ which accompanies this PQQ. This must be created and saved
as a separate document file to be attached to the Potential Bidder’s email
submission. No other format must be used.
Part B -
PQQ Submission
The PQQ submission comprises the sections summarised in the table below:
Section
Contents
A
Details of the Potential Bidder and its
business structure
B
Legal and Regulatory
C
Finance and Commercial
D
Health and Safety
E
Workforce
F
ICT
G
Environmental & Waste Management
H
Declaration
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
14
Spectrum Housing Group
Potential Bidders must complete all parts of Sections A to H of the PQQ and
supply any additional or supporting information as required. This PQQ is
available to Potential Bidders in a downloadable electronic format that
enables it to be used as a template for the Potential Bidder’s response. No
other format should be used.
Questions are to be answered in the same order that the questions appear in
the PQQ using the same numbering format. Responses to each of Sections
A, B, C, D, E, F, G, and H should be created and saved as separate
document files.
Where the Potential Bidder believes a question is not applicable, or cannot be
answered, this should be clearly stated and an explanation must be provided.
No response should be left blank. Failure to provide a response to any
element of the PQQ may result in that Potential Bidder's disqualification from
the Procurement, at the sole discretion of the Group.
Where applicable, the terms “Not known”, “Not available” or “Not applicable”
should be used, but an explanation as to why this is the case is required. If
the Potential Bidder is unclear as to whether or not a question is applicable to
it, then use should be made of the clarification question mechanism.
The inclusion of an executive summary, general marketing and company
literature or any separate statement of reasons for selection is not required
and will not be considered in the evaluation of the PQQ. Potential Bidders
should not include any information beyond that requested in the PQQ.
A Potential Bidder who fails to complete and return a PQQ by the stated
deadline may be disqualified from participation in this Procurement, save in
exceptional circumstances, where the Group may exercise its discretion to
allow a Potential Bidder to continue to participate.
In completing their PQQ submissions, Potential Bidders should not
assume that the Group has any prior knowledge of the Potential Bidder,
its practice or reputation or its involvement in existing services, projects
or procurements. In evaluating PQQ submissions, the Group will only
consider information provided in response to this PQQ.
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
15
Spectrum Housing Group
The Group reserves the right to reject any Potential Bidder that fails to comply
fully with the requirements of the process set out in this document, or which
makes any misrepresentation in supplying any information requested.
Each Potential Bidder is subject to an ongoing obligation (at all times during
this Procurement) to notify the Group of any material changes to the
information included in its PQQ response, including but not limited to changes
to the identity of the Potential Bidder and any of the component elements /
entities that form part of the Potential Bidder’s submission, including (but not
limited to) any sub-contractors and partner organisations which will be
involved in the delivery of the contract (Relevant Organisations) or the
ownership or standing thereof. Changes should be notified as soon as they
become apparent by email to:
Yvonne.kemsley@spectrumhousing.co.uk
Failure to notify the Group Procurement Manager of any material changes
may lead to the Potential Bidder being disqualified from the Procurement
process.
In the event that a Potential Bidder notifies the Group of a change to its PQQ
response, the Group reserves the right in its absolute discretion to refuse to
allow such a change. In exercising such discretion, the Group may take into
account (without limitation) whether such change materially affects the ability
of the Potential Bidder to deliver the Services / meet the Group requirement
and whether any other Potential Bidder could potentially be disadvantaged by
allowing such change. Where the change is permitted, the Group will also
need to consider whether the Potential Bidder's revised response requires reevaluation.
Part C -
Response guide
Each Potential Bidder should complete only one PQQ and include
information, where relevant, for all Relevant Organisations.
Potential Bidders will be responsible for the accuracy of all information
concerning Relevant Organisations submitted to the Group within the
completed PQQ.
Potential Bidders are requested to provide their PQQ response via Email only.
Files shall be in the formats specified below:
File Type
Software Package
Readable by the following software:
Microsoft Word (Version 2000 or
later)
Text based documents
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
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Spectrum Housing Group
File Type
Software Package
Readable by the following software:
Spreadsheet based documents
Microsoft Excel (Version 2000 or
later)
Project programme files
Microsoft Project (Version 2000 or
later)
Graphics files
PowerPoint (Version 2000) or later
Report and accounts
Adobe Acrobat (pdf), or MS Word
(Version 2000 or later)
Failure to provide PQQ responses in the required format or quantity may lead
to a Potential Bidder’s submission being set aside without evaluation and the
Potential Bidder’s exclusion from further consideration in this Procurement.
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
17
Spectrum Housing Group
Annex A Pre-qualification questionnaire
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Section A - Ineligibility Conditions Summary
Ineligibility Conditions provided by Regulation 23 of the Public Contracts Regulations
2006 (SI 2006 No: 5)
Regulation 23 sets out the grounds on which a Service Provider shall or may be
deemed ineligible to tender for, or be awarded a public contract.
Rejection is required when a Service Provider, its directors or any other person who
has powers of representation, decision or control of the Service Provider has been
convicted of any of the following offences:
a
conspiracy within the meaning of section 1 of the Criminal Law Act
1977(as amended) where that conspiracy relates to participation in a
criminal organisation as defined in Article 2(1) of Council Joint Action
98/733/JHA;
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;
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 ofi
the offence of cheating the Revenue;
ii
the offence of conspiracy to defraud;
Status
Document reference
Date document written/amended
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Spectrum Housing Group
iii
fraud or theft within the meaning of the Theft Act 1968
(as amended) and the Theft Act 1978 (as amended);
iv
fraudulent trading within the meaning of section 458 of
the Companies Act 1985
v
defrauding the Customs within the meaning of the
Customs and Excise Management Act 1979 and the
Value Added Tax Act 1994 (as amended);
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 (as
amended);
e
money laundering within the meaning of the Money Laundering
Regulations 2003; or
f
Any other offence within the meaning of Article 45(1) of the Public
Sector Directive as defined by the national law of any relevant State.
Rejection is permissible when a Service Provider is in a state of bankruptcy,
insolvency compulsory winding up, administration, receivership, composition with
credits or any analogous state, or subject to relevant proceedings;
(a)
Has been convicted of a criminal offence relating to business or
professional conduct;
(b)
Has committed an act of grave misconduct in the course of a business or
profession;
(c)
Has not fulfilled obligations relating to payment of social services
contributions;
(d)
Has not fulfilled obligations relating to payment of taxes;
(e)
Is guilty of serious misrepresentations in supplying information further to
this or other procurements; or
(f)
Is not in possession of the necessary licence, authorisation or
professional qualification required for the provision of Janitorial Supplies
covered by this Procurement.
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
19
Spectrum Housing Group
Annex B
Clarification Question Template and Responses
A clarification question and answer process will operate during the PQQ stage as
explained in paragraph 4.
Potential
Bidders
should
submit
Yvonne.kemsley@spectrumhousing.co.uk
clarification questions via
using the template below.
e-mail
to
Clarification questions received by any other method will not receive a response.
A log of all questions and respective response details are to be provided in the
format provided in the Question Log below:
Template
Clarification Questions Log
Status
Document reference
Date document written/amended
Final
Janitorial Supplies
April 2013
20
Spectrum Housing Group