Annex A – Compliance Response
Includes:
 Section 1. Administration (for information only)
-
To be completed by all bidders.
 Section 2. Eligibility (Pass/Fail)
-
Items 2.1 to 2.16 to be completed by all bidders.
Item 2.17 to be completed only by bidders applying for Lot 2 and/ or Lot 1 AND
Lot 2.
 Section 3. References (Pass/Fail)
-
To be completed only by all bidders applying for Lot 2 and/ or Lot 1 AND Lot 2.
 Section 4. Declaration (Pass/Fail)
-
To be completed by all bidders.
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Section 1. Administration
(for information only)
Note to Section 1

1.1
Items in this section are applicable to both Lot 1: Ad-Hoc Jobs and Lot 2:
Campaign Jobs and must be completed by all bidders.
Lot/s
Please clearly state which Lot/s you wish to bid for:
1.2
Lot 1: Ad-Hoc Jobs
Yes
No
Lot 2: Campaign Jobs
Yes
No
Contact Details of Principal Contact
Name/ Position:
Address:
Tel:
Email:
1.3
Contact Details of Secondary Contact
Name/ Position:
Tel:
Email:
1.4
Bidder Details
Bidder Name:
Trading Name:
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Date Bidder formed and
incorporated:
Legal Status
(ie PLC, Limited Liability
Partnership, Partnership,
Sole Trader, etc):
Address from where this
Project would be managed:
Tel:
Website Address:
Company Registration No.
(where applicable):
VAT Registration Number
(or equivalent):
Previous company name(s)
(if applicable):
Is the Bidder a subsidiary of another company
Yes
No
Yes
No
The holding or parent
company:
Would your Ultimate Parent or Holding Company be prepared to
guarantee your contract performance as its subsidiary?
1.5
Print Management Company
The successful tenderer will be required to develop and maintain a good working
relationship with our chosen print management supplier.
SHG may from time to time wish to procure design services from you via our Print
Management company. Where this is the case the Print Management Company will be
contracting with you to provide your services in furtherance of SHG's objectives.
Payment will be made via the print management company on the same terms as SHG
are contracted to.
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I/ we confirm that you are willing to work with SHGL’s chosen print management
provider.
Confirm
Do Not Confirm
Comments:
1.6
Accessibility
Please confirm that you are aware and will abide by the RNIB best practice print
guidelines.
Confirm
Do Not Confirm
Comments:
1.7 Brief History of the Bidder including primary business of the company and experience within
the services detailed in this document. (not more than 300 words).
1.8 Please provide an organisation and management structure
chart for the services detailed in this document. Attach this to
your ITT response and provide the reference point (e.g.
Appendix A).
Enclosed:
Yes
No
1.9 Please give details of the Bidder’s average annual staff resources and the number of
managerial staff for each of the last three (3) years and the staff turnover (%) for each
of the last three years for the services detailed in this document.
Please also state the number of staff currently involved directly in the performance of
services similar to those to which this questionnaire relates for each of the last three
years.
1.10 Please give the names and responsibilities of the Executive Directors/Partners of the
Bidder (if applicable).
Name
Responsibility
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1.11 Sub Contracting and Consortia
Please indicate if you at this stage intend to sub contract or are a consortium:
I/ we intend to sub contract
Yes
No
Please note that where a Bidder becomes aware of the intention to sub contract at later
stages in the procurement they are required to notify the Group of this and provide the
information requested below at that time. Where a Bidder is a consortium they should
indicate which members are proposing to deliver the services.
If you answered YES to the above:
A) Please confirm that you are going to be the prime contractor?
Yes
No
If No, please provide an explanatory statement.
B) Please provide:
o a brief outline of your policy on sub contractor usage;
o detail how you ensure sub contractor performance (please provide examples
and details on your track record); and
o if applicable, the extent to which it is envisaged they may be used in any contract.
C) Please indicate in the table below the composition of the supply chain, indicating
which member of the supply chain (which may include the Bidder itself) will be
responsible for the elements of the requirement:
Requirement
Company/ Organisation
How much of the requirement and
what will they deliver directly (%)
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Section 2. Eligibility (Pass/Fail)
Note to Section 2

Items from 2.1 to 2.16 are applicable to both Lot 1: Ad-Hoc Jobs and Lot
2: Campaign Jobs and must be completed by all bidders.

Item 2.17 is applicable to Lot 2: Campaign Jobs only and should be
completed only by bidders applying for Lot 2 and/or Lot 1 AND Lot 2.
Items from 2.1 to 2.16 to be completed by all bidders.
2.1
Insurance
The following Insurances are required:
 Public Liability: Minimum cover £1m
 Employer’s Liability: £5m cover, as stipulated by the Employers Liability
(Compulsory Insurance) Act 1969.
Please provide details of your organisation’s Professional Indemnity, Public Liability
and Employer’s Liability insurance, including the policy number the extent of the
cover and the expiry date
Insurance
Public Liability
Bidder’s Employer’s
Liability
Level of Cover:
Insurer:
Policy No:
Expiry Date:
Please Note: That if you do not have any of these insurances available at this stage
please confirm that these will be provided prior to contract
commencement at no extra cost to the Group.
Confirm
Do Not Confirm
Comments:
2.2
Financial Standing
Please provide us with an up to date copy of your Dunn & Bradstreet (D&B) or
equivalent financial report dated within a maximum term of 2 weeks prior to the return
of the Tender date. Please also include your Companies House Registration Number
for us to carry out our own D&B Report check. The Group will not accept a “higher
than average risk of business failure” financial report rating.
D&B Enclosed:
Yes
No
File name
Company Registration No.:
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If you cannot provide a Company Registration number and/ or you are a Partnership
you should provide the information as requested at Annex F – Non D&B Financial
Evaluation Test.
This alternative information will only be acceptable where a D&B report on your
organisation does not exist. Where a D&B report does exist this will be requested by
the Group and evaluated as above.
Enclosed: Yes
No
N/A
File name
2.3
Framework Agreement and Call Off Contract
Please state your unequivocal acceptance of the terms and conditions within the
Framework Agreement (Annex D) and the Call Off Contracts (Annex D).
Accept
Do Not Accept
Comments:
2.4
Bidder Profile
A) Is there any pending, threatened or past material litigation or other legal
proceedings connected with similar projects against your organisation, parent
company, subsidiary and/ or any of the named supply chain members (sub
contractors) that may affect delivery of this project? If they do apply please provide
an explanatory statement.
I/ we confirm that none of the above situations/ circumstances apply to our
organisation, parent company, subsidiary or any of the named supply chain member
(as appropriate).
Do not apply
Do apply
If they do apply please provide an explanatory statement.
B) Please provide details of any contract in the past three years where there has
been a failure to complete the contract on time or at all, or where there have been
claims for damages, or where damages have been deducted or recovered. Also
details of any contracts terminated. (Suggested word limit 500 words)
Does not apply
Does apply
If the above does apply please provide an explanatory statement.
C) Is the Bidder affiliated or associated with any other Bidder who intends to express
any interest in tendering for these services? If so, please provide details including
the name and address of its registered office.
Does not apply
Does apply
If the above does apply please provide an explanatory statement.
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D) Has your company ever had any of the following occur within the last three years:
2.2.1
Contract end by mutual agreement following dispute or complaints?
Yes
No
2.2.2
Suffered deduction for liquidated and/or ascertained damages in
respect of any contract?
Yes
No
2.2.3
Contract terminated or its employment determined under the terms of
the contract?
Yes
No
2.2.4
Failed to have a contract renewed on the basis of unsatisfactory
performance or failure to perform to the terms of the contract?
Yes
No
2.2.5
Terminated a contract or determined your own employment under the
terms of a contract?
Yes
No
If you answered YES to any of the above, please provide a brief explanatory note.
2.5
Compliance with EC/ UK Procurement Legislation
Please Note: The Group may seek evidence at a later date in confirmation of your
answers to the below.
A) Please confirm that none of the circumstances as set out in the Public Contracts
Regulations 2006 (SI 2006 No: 5) Regulation 23 (amended in line with The Public
Procurement (Miscellaneous Amendments) Regulations 2011) apply to your
organisation or parent company, or to your directors or any other persons with
powers of representation, decision or control. (A summary of the circumstances of
Regulation 23 is provided at Supporting Information, Section 4).
I/ we confirm that none of the above situations/ circumstances apply to our
organisation, parent company, subsidiary or any of the named supply chain member
(as appropriate).
Do not apply
Do apply
B) Please confirm that none of your key personnel are:
i. bankrupt;
ii. being wound up;
iii. having their affairs administered by the courts;
iv. have entered into an arrangement with creditors;
v. have suspended business activities;
vi. are the subject of proceedings concerning those matters: or
vii. are in any analogous situation arising from a similar procedure provided for in
national legislation or regulations.
I/ we confirm that none of the above situations/ circumstances apply to any of my/ our
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company’s key personnel.
Confirm
Do Not Confirm
C) Please confirm that none of your key personnel have been;
A) convicted of a criminal offence concerning the conduct of their business or
profession;
B) guilty of grave professional misconduct in the course of their business or
profession;
C) guilty of not fulfilling obligations relating to the payment of social security
contributions or the payment of taxes in accordance with the legal provisions
of the country in which they are established;
D) guilty of serious misrepresentation in providing any of the information required
by this ITT.
I/ we confirm that none of the above situations/ circumstances apply to any of my/ our
company’s key personnel.
Confirm
Do Not Confirm
Please Note: If you are unable to confirm any of the above, please provide a brief
explanatory note.
D) Please confirm that, where applicable, your organisation has complied with and/or
will be able to comply with all UK statutory obligations, including (but not
exhaustively) the Equality Act 2010 and Consumer Protection from Unfair Trading
Regulations 2008 (or European equivalents).
I/ we confirm that we do abide by all UK statutory obligations.
Confirm
2.6
Do Not Confirm
Conflict of Interest
Please provide details of any projects you are currently undertaking with the Group or
any relationship which may constitute a conflict of interest including personal
relationships with staff and board members detailing proposals to ensure adequate
separation of work and staff and mitigation of the said conflict of interest e.g.
“Chinese walls” and commercial sensitivity/privacy.
Does not apply
Does apply
If the above does apply please provide an explanatory statement.
2.7
Account Manager
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Please confirm you will provide a single Dedicated Project/ Account Manager who will
oversee the whole project on behalf of the Bidder
Confirm
Do Not Confirm
Comments:
2.8
Intellectual Property Rights
Please confirm that you will provide SHG with the intellectual property rights to all the
work commissioned and paid for as part of this Framework.
Confirm
Do Not Confirm
Comments:
2.9
Artwork
Please confirm that you will be able to provide artworks both in print and low
resolution quality.
Low resolution: Confirm
Do Not Confirm
Print resolution: Confirm
Do Not Confirm
Comments:
2.10 Final Artwork
Please confirm that you will provide SHG with final design files (such as InDesign
files) on disc at the end of each project and/ or on request.
Confirm
Do Not Confirm
Comments:
2.11 Data Protection Act
Please confirm that you are registered under the Data Protection Act 1998 (or
equivalent) and provide your DPA Registration Number
Confirm
Do Not Confirm
DPA Registration Number:
Please Note: That if you are not registered under the Data Protection Act 1998
please confirm that you will register prior to contract signature at no extra cost to the
Group.
Confirm
Do Not Confirm
Comments:
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2.12 Legal Frameworks
Please confirm that you are aware of the legal frameworks within which the Group
operates (e.g. Data Protection Act, Copyright licensing agreements, etc.)
Confirm
Do Not Confirm
Comments:
2.13 Sustainability
Please confirm that you will abide by the Group’s Environmental Sustainability
Strategy (as per Annex E).
Confirm
Do Not Confirm
Comments:
2.14 Disaster Recovery Systems
Please confirm that your company’s disaster recovery systems cover the following in
full:
 the continuity of service;
 delivery of your contractual requirements;
 the back up of client data;
 regular testing and reporting of these tests;
 appropriate staff communication;
 appropriate communication with and information for clients; and
 supply chain management (if applicable).
Confirm
Do Not Confirm
If you are unable to confirm the above please provide an explanatory statement.
2.15
Quality Assurance
Please provide details of any Quality Assurance certification (e. g, BS/EN/ISO 9000
or equivalent standard) that your company held or any trade or professional
associations of which your organisation is a member and provide registration or
membership numbers where appropriate.
If no accreditation held, please outline the Bidder’s Quality Assurance Policy
(maximum 300 words)
Enclosed accreditation: Yes
No
If no accreditation held, please outline the Bidder’s Quality Assurance Policy.
2.16
Equal Opportunities and Non Discrimination
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Please confirm that you will abide by the Equal Opportunities statement as per
Supporting Information, Section 5.
Confirm
Do Not Confirm
If you are unable to confirm the above please provide an explanatory statement.
Item 2.17 is to be completed only by bidders applying for Lot 2 and/ or Lot 1
AND Lot 2.
2.17 Turnover
We require that the Bidder has a minimum turnover as follows:
Lot Area
Lot 2: Campaign Jobs
Minimum Turnover (GBP per annum)
£250,000
Please state your turnover for each of the last three years below.
Year 1 (most recent)
Year 2
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Note to Section 3

This section is applicable to Lot 2: Campaign Jobs only and should be
completed only by bidders applying for Lot 2 and/ or Lot 1 AND Lot 2.
Section 3. References (Pass/Fail)
3.1
Please provide details of referees for three references. The references must be for
three of the organisations you mention in your response to Section 5. Selection
Stage Questions (Annex B2 – Quality Response (Lot2).
The Group may elect to contact any or all of the given companies for a reference.
Your permission to do so will be assumed unless you explicitly state any objections
within your ITT response. Please note that references will only be contacted and/ or
evaluated if you are Please note that references will only be contacted and/ or
evaluated if you are selected within the shortlist for Stage 2 - Award Process (as per
Supporting Information, Part 3, Para 2.1.3).
If the response from your references is not acceptable, as deemed by the Group
alone, you may be dismissed from the process at that stage.
Details required
Reference 1
Reference 2
Reference 3
Customer Name:
Address:
Email:
Telephone Number:
Project Name:
Date Awarded:
Date Project/ Contract
Completed:
Tendered value of the
Project/ Contract:
Final Project/ Contract
Sum:
Brief description of the
project, including services
provided and form of
contract (Suggested word
limit 200 words)
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3.2
Reference Assessment
One or more of your references will be contacted at random. Your references will be
asked the following questions:
1) How do you regard the overall service you receive?
2) Do you feel that your account manager is available and responsive to your needs?
3) Is the material provided by this company user friendly?
4) In your opinion does this company offer good value for money?
5) Do you find that the company provides technical/development solutions to meet
your needs?
6) How often do they get your brief ‘right first time’?
These will be scored subjectively on the scoring scale used within the ITT. Individual
question scores will be provided a score of 0-4: 0 for wholly unsatisfactory/ no answer, 1
for a poor answer, 2 for a satisfactory/ average answer, 3 for a good answer, 4 for an
excellent answer.
Your Reference check will be deemed as “unfavourable” if you receive from a single
reference:
o 0 (zero) score for any one question; and
o Overall score of 11 or below.
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Note to Section 4

This section is applicable to both Lot 1: Ad-Hoc Jobs and Lot 2: Campaign
Jobs and must be completed by all bidders.
Section 4. Declaration (Pass/Fail)
Please note:
This application should be signed by the Bidder in person or by a duly authorised partner in
the case of a partnership, or by a duly authorised Director or Company Secretary in the
case of a limited company and returned with the additional information required.
Before returning this form, please ensure that you have answered all the applicable questions
in the sections required and enclosed copies of all relevant documents.
I/We certify that the information supplied in this application is complete and accurate to the
best of my/our knowledge and belief.
I/We confirm that none of the information provided by the Group in connection with this
matter has been or will be used for any purpose other than responding to this
document and that without the consent of the Group no such information has been or will
be disclosed copied reproduced or distributed or otherwise transferred to any third party.
I/We understand that it is a criminal offence punishable by a fine or imprisonment, to
give or offer any gift or consideration whatsoever as an inducement or reward to any
servant of a public body and that any such action would empower Southern Housing
Group to cancel any contracts awarded.
I/we accept the terms and conditions contained within this questionnaire.
I/we declare that our response has been complied and submitted without collusion and/or
comparison of data with any other organisation or company or person.
I/we declare that this company and its employees have no personal or business connections
or relationships with any Southern Housing Group Ltd employee or Board Members, or
where there are such arrangements at present or in the future we shall declare them to the
Group immediately upon becoming aware. I am aware that where there is a significant or
insurmountable conflict of interest, as determined by the Group, we may not be awarded any
contract and/ or our current contract/s may be terminated.
Signed:
Name:
Position in organisation
For and on behalf of
(name of organisation)
Date:
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