Pre-Qualification Questionnaire
THE BOROUGH OF NEWCASTLE-UNDER-LYME
HEALTH & WELLBEING CENTRE
ARCHITECTURAL & DESIGN SERVICES
Contents Page
INSTRUCTIONS FOR COMPLETION... 3
BACKGROUND TO CONTRACT... 6
SECTION 1 – COMPANY INFORMATION... 8
SECTION 2 – FINANCIAL INFORMATION... 12
SECTION 3 – CONTRACTUAL MATTERS ... 13
SECTION 4 – HEALTH & SAFETY ... 13
SECTION 5 – QUALITY ASSURANCE... 16
SECTION 6 – INSURANCE ... 17
SECTION 7 – BUSINESS ACTIVITIES / CAPACITY ... 18
SECTION 8 – BUSINESS CONTINUITY PLANNING ..……….…...19
SECTION 9 – ENVIRONMENTAL ISSUES ... 21
SECTION 10 – EQUAL OPPORTUNITIES ... 22
SECTION 11 – CRIME & DISORDER ACT ... 24
SECTION 12 –TECHNICAL INFORMATION / CAPABILITY ... 24
SECTION 13 – REFERENCES/EXPERIENCE... 25
Pre-Qualification Questionnaire
1. INSTRUCTIONS FOR COMPLETION
1.1 This questionnaire is designed to provide Newcastle-under-Lyme Borough Council with the information required to assess your company’s suitability to become the architectural consultant for the proposed new Health and Wellbeing Centre.
1.2 It is important to fully answer all the questions within this document in the same order as the questions are presented. Where insufficient space has been provided in this document, and the information is being returned in hard copy format, you may append additional pages. All additional pages must clearly state the company name and the tender reference quoted on the front of this document. 1.3 Questions should be answered in English.
1.4 Under no circumstances shall the authority incur any liability in respect of this PQQ or any supporting documentation.
1.5 Direct or indirect canvassing of any Member, public sector employee or agent by any Potential Provider concerning this requirement, or any attempt to procure information from any Member, public sector employee or agent concerning this PQQ may result in the disqualification of the Potential Provider from consideration for this requirement.
1.6 This questionnaire will not require you to submit supporting documents as evidence such as accounts, certificates, policies etc however you will be asked to confirm that should such evidence be required during any part of the tender/contract process, it will be made available to the Council on request. Please note that any original documentation submitted cannot be returned.
1.7 Submissions received from consortiums will be considered. However, the consortium must form itself into a legal entity prior to the contract commencing. If shortlisted to the tender stage, it must submit with its tender, details of the manner in which it will create that company, including Articles of Association, Health & Safety Policies and financial support.
1.8 Any information submitted in response to this questionnaire must relate to the applicant only. The applicant is the organisation, which it is proposed will enter into a formal contract with the Authority if awarded a contract. If you intend to form a partnership or consortia in order to deliver this contract, a Lead organisation must be identified to take responsibility for the other partner organisations and enter into a contractual arrangement with the Council if awarded the contract. This Lead organisation will become the applicant in the terms of the tender process and all information provided should relate to their organisation unless stated otherwise.
keep responses concise and where practical, include electronic links to where additional relevant information can be found.
1.10 All responses and submissions provided may form part of the contract should your application subsequently be successful.
1.11 Should you have any queries regarding this procedure or the information required, please do not hesitate to contact:
Name: Andrew Arnott (Leisure & Cultural Services Project Officer) Tel: 01782 742624
Email: [email protected] 2. Freedom of Information
2.1 The Authority is committed to open government and to meeting their legal responsibilities under the Freedom of Information Act 2000. Accordingly, all information submitted to a public authority may need to be disclosed by the public authority in response to a request under the Act. The Authority may also decide to include certain information in the publication scheme, which the Authority
maintains under the Act.
2.2 If a Potential Provider considers that any of the information included in their PQQ is commercially sensitive, it should identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity.
2.3 Potential providers should be aware that, even where they have indicated that information is commercially sensitive, the Authority might be required to disclose it under the Act if a request is received.
Potential providers should also note that the receipt of any material marked ‘confidential’ or equivalent by the Authority should not be taken to mean that the Authority accepts any duty of confidence by virtue of that marking.
3. Outline (Indicative) Timetable
3.1 Set out below is the proposed procurement time table. This is intended as a guide and whilst the Authority does not intend to depart from the time table it reserves the right to do so at any stage.
Target Date Activity
15.06.2009 [OJEU notice published with] PQQ made available to Potential Providers
29.06.2009 PQQ Return Date
20.07.2009 Evaluation of pre-qualification questionnaires completed. 20.07.2009 Invitation to tender issued to selected providers
12.08.2009 Tender Return Date
12.08.2009 Evaluation of tenders completed. 12.08.2009 Presentations by shortlisted providers 14-24.08.2009 Standstill Period
4. Return of Questionnaires
4.1 Two hard copies of the completed questionnaires and any accompanying information should be no later than 17.00 hours on 29.06.2009 to
Name: Andrew Arnott
Address: Newcastle-under-Lyme Borough Council, Civic Offices, Merrial Street, Newcastle-under-Lyme, Staffordshire, ST5 2AG
5. Selection Process
5.1 This questionnaire is the first stage in a possible three-stage process. 5.2 The questionnaire will be analysed and assessed on receipt and the Council will produce a short-list of applicants. Some sections of the PQQ involve a numerical scoring system whilst others require a Pass or Fail decision. If any bidder receives a Fail mark in any of the sections, they will be eliminated from the next stage of the process. All applicants will be advised of their status and those short-listed will be advised of the requirements and timescales of further stages. 5.3 Short-listed applicants will then enter the next stage of the selection process, which will require the completion of a more specific tender document. After this stage, a final short-list of applicants may be then requested to provide a presentation or to support a site visit from the Council’s evaluation team to support their tender submission.
Background to contract & Basic Requirements
Newcastle under Lyme Borough Council in partnership with NHS North Staffordshire are committed to developing the Health and Wellbeing Centre for the residents of the Borough replacing two existing facilities that are coming to the end of their lifespan. This will promote increased participation and offer enhanced sporting opportunities and promote and sporting and health legacy for the Borough. The aspiration of the Council is to open the health and Well Being Centre to the public in the late Summer/Autumn of 2011 with an anticipated
construction value in the region of £8.5m. The Vision for the project is:
“For residents and visitors to access a local, high quality, cost effective sport and leisure service which caters for their identified needs and contributes to the health and regeneration of the local community”. In order to achieve the vision of the project the following Objectives have been identified:
• To secure the development of Leisure Health and Wellbeing Centre with key partners to open the facility in Summer/Autumn 2011.
• To reduce health inequalities across the Borough in partnership with strategic partners in particular NHS North Staffordshire
• To move away from the traditional public sector leisure facility and towards an all encompassing leisure and health centre ensuring greater accessibility of services to residents.
• To contribute to the regeneration of the town centre providing enhanced opportunities for both physical and economic regeneration. The Health and Wellbeing Centre will be pinnacle to the Councils objectives of regeneration.
The use of appropriate technology providing the infrastructure to ensure the long term sustainability of the Health and Wellbeing Centre whilst minimising the environmental impact, with the Council’s aspiration that the Health and Wellbeing Centre will achieve a BREEAM rating.
In light of the local context and vision for the project, the Newcastle Health and Wellbeing Centre is therefore set to include the following facilities:
Proposed Facilities: Health and Wellbeing Centre Entrance, foyer and Reception
Pool Hall and Swimming Pools·
• Main Pool 8 lane competition pool with spectator seating • Variable depth pool ( Potential to include a diving pit) • Spa Pool
Viewing Area (Pool Hall) Wet Changing/Dry Changing Dance Studio/Spinning Studio Multi-purpose room
Fitness Suite and children’s gym Consulting/Treatment rooms Health Suite – Sauna
Meeting rooms
Staff Room & Staff Changing Facilities Staff Offices
Support Accommodation – Public Areas (including all lifts, circulation corridors, and the first aid room)
Support Accommodation – Non Public Areas (including plant rooms, workshop/ maintenance area/ storage provision, stores and cleaners cupboards)
Café
Healthy Eating Space/Multifunctional space Car Parking, Access and Other External Areas Architectural/Design Requirements
The Council are seeking to appoint an architect to work as lead design consultant with an independently appointed team of design consultants to develop the Clients Brief to enable completion of the Centre by 2011.
The appointment will be based on a RIBA Standard Agreement of Appointment for an Architect (2007 or later version). The construction contract is anticipated to be a JCT Design and Build 2007 or later version, and it is envisaged that the Architect will design up to and including RIBA Work Stage H prior to appointment of the contractor and post Novation services thereafter.
SECTION 1 – COMPANY INFORMATION 1.1 Trading Name & Address
1.2 Address for Correspondence Relating to this Application:
1.3 Contact Name: Position in Company:
Telephone Number:
Fax Number:
Email Address:
Mobile Phone Number: 1.4 Company Website:
1.5 Company Status: Please Indicate
Sole Trader
Partnership
Limited Company
Public Limited Company
Charity
Other (please specify) 1.6 Date of Formation or
Registration:
1.7 Registration Number: Registered Address:
1.8 VAT Number:
Are you making this application on behalf of a partnership or consortium? YES
NO 1.9
If yes, please provide the following information; • Names of members
• Main business activities of each member
Does your company (or any members of the partnership/consortium if applicable) have any association (either directly or indirectly) with any member or employee of Newcastle-under-Lyme Borough Council?
YES NO 1.10
If yes, please provide details:
Is your company a subsidiary of another company as defined by section 736 (1) of the Companies Act 1985?
YES NO If yes, please provide the following details in respect of the Holding Parent Company:
1.11
Name:
Registered Office Address: Registration Number:
Note: The Authority may require the Holding Parent Company to enter into a Deed of Guarantee, where a contract is proposed with a subsidiary, to indemnify the Authority against all losses, damages or costs which may be incurred by the Authority by reason of default on the part of the applicant.
1.12 Have any of the Directors, Partners or Associates been involved in any company which has been liquidated or gone into receivership?
YES NO 1.13 If yes, please give details:
1.13 The new public sector and utilities procurement Directives, as implemented by the Public Contracts Regulations 2006, includes a new mandatory requirement for contracting authorities to exclude economic operators (suppliers, contractors and services providers) from public contracts where they have been convicted of certain offences.
Please indicate whether your organisation, or any of its directors, partners or any other person who has powers of representation, decision or control, have been convicted of any of the following offences:
(a) conspiracy within the meaning of section 1 of the Criminal Law Act 1977 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 of:
(i) the offence of cheating the Revenue; (ii) the offence of conspiracy to defraud;
(iii) fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978;
(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; (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;
(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.
YES NO
SECTION 2 – FINANCIAL INFORMATION
The financial information completed below and submitted in support of your application MUST relate solely to the organisation proposing to deliver this contract and not to a group, parent or holding company.
Notes
• Not for profit organisations will be unable to provide financial information of the type requested and should contact the officer responsible for this tender exercise for clarification of the requirements in this respect.
• Companies which have been operating for less than three years should submit figures for their trading period to date. This information will be considered accordingly.
Please provide details of the published figures for the three previous financial years for -
(Most recent year) Year ending: __ / __ / ____
(Year prior to year 1) Year ending: __ / __ / ____
(Year prior to year 2) Year ending: __ / __ / ____ Information required from the Income statement
Turnover / Sales £ £ £
Value of turnover attributable to
Newcastle-under-Lyme Borough Council (If any)
£ £ £
Net Operating Profit (Profit before interest and tax)
£ £ £
Interest receivable £ £ £
Interest payable on loans, debentures and overdrafts (loan & Debenture interest)
£ £ £
Information required from the Balance Sheet Current assets (less
closing inventory & WIP (stock))
£ £ £
Fixed assets + current assets
£ £ £
Current Liabilities £ £ £
2.1
Net assets or net worth (less intangible assets)
£ £ £
2.2 Please confirm that audited accounts (audited if applicable) for the last three financial years (or for the period of your incorporation if trading less than three years) are available on request to support the above information.
Available? YES NO On Website* (*Website details must be provided in 1.4)
SECTION 3 CONTRACTUAL MATTERS
Please answer the following questions regarding contracts. If the answer to any of the questions is ‘Yes’, please provide a full explanatory statement below.
3.1 Has the Potential Provider or any of its named supply chain members
(sub-contractors) ever had a contract terminated or its employment determined under the terms of the contract in the last three years?
Contract terminated / employment determined YES / NO
3.2 Has the Potential Provider or any of its named supply chain members (sub-contractors) ever failed to receive a contract renewal on the basis of unsatisfactory performance in the last three years?
Failed to receive contract renewal YES / NO
3.3 Is there any material pending or threatened litigation or other legal proceedings connected with similar projects against the Potential Provider and/or any of its named supply chain members (sub-contractors) that may affect delivery of this project?
Legal proceedings pending YES / NO
3.4 If you have answered ‘Yes’ to any of questions 3.1 to 3.3 please give an explanatory statement:
Brief statement (300 words or fewer)
Either insert required details or state ‘None’
SECTION 4 – HEALTH & SAFETY
4.1 Does your company ensure it complies with the Health & Safety at Work Act 1974?
YES NO
4.2 Does your company have a Health & Safety Policy Statement
(developed/revised within last 2 years or less following any major change in appropriate legislation)?
YES NO 4.3 If yes, is the statement available to the Council on request?
Available? YES NO On Website* (*Website details must be provided in 1.4) 4.4 Please provide details of your safety organisation (structure, roles,
responsibilities)
4.5 Please detail safety arrangements for the delivery of the services, specifically including:
Please identify the person in your company who is responsible for co-ordinating safety matters
4.6
Name:
Telephone Number:
4.7 Please detail any HSE/ local authority enforcing action taken against your company in the past three years:
4.8 Please detail any accidents reportable under HSE legislation in the last three years and any subsequent actions taken by your company:
4.9 What health and safety training is given to employees and how is their competence to safely perform work tasks assessed?
SECTION 5 – QUALITY ASSURANCE
5.1 Does your company have a quality assurance policy statement?
YES NO 5.2 If yes, is the statement available to the Council on request?
Available? YES NO On Website* (*Website details must be provided in 1.4) 5.3 How is the policy communicated to staff?
Do you have a designated quality manager?
YES NO If so, please provide the following details
5.4
Name:
Contact number:
Do you have an externally accredited quality accreditation system (eg ISO 9001:2000 / 9002 or equivalent)?
YES NO If yes, please confirm that certificates can be provided on request to support the above.
Available? YES NO On Website* (*Website details must be provided in 1.4) 5.5
If no, please explain why, detailing what internal quality systems are in place.
5.6 The Authority has implemented a Citizen’s Charter and Code of Conduct for staff, outlining standards of behaviour, correspondence and telephone answering. Does your company have standards covering these activities?
YES NO
If yes, please provide a brief summary of these standards
SECTION 6 – INSURANCE
Please provide details of all insurance cover currently in force. If your company’s tender is successful, adequate insurance cover will be required. The required levels are indicated below.
6.1 Total sum insured: Insurer Policy Number Cover £ Renewal Date Public Liability (minimum £5m cover) Employer’s Liability (minimum £10m) Professional Indemnity (minimum £5m cover)
6.2 Are Insurance certificates available to the Council on request?
Available? YES NO On Website* (*Website details must be provided in 1.4) 6.3 If your current levels of cover are less than those stated, are you prepared to
increase your cover at no cost to the Authority?
YES NO Are there any outstanding claims against you (other than routine employment cases)?
YES NO 6.4
SECTION 7 – BUSINESS ACTIVITIES / CAPACITY
7.1 Please provide a brief description of the applicant’s business structure and main business activities.
Applicants may also wish to append a ‘family’ tree to illustrate the structure.
7.2 Which part of your organisation would deliver this service?
Please enter the number of persons employed during the last full year:
Full Time Part Time
Managerial Operational 7.3
Sub-Contractors
Please indicate, if known at this stage, if you anticipate sub-contracting any part of the delivery of this contract, with details of which part and how it would be managed.
7.4
Section 8 – BUSINESS CONTINUITY
8.1 Who in your organisation is responsible for contingency / business continuity planning?
Name: ______________________ Position: __________________
8.2 Do you have a corporate risk management strategy that includes contingency planning?
YES NO
8.3 What contingency and business continuity/disaster recovery plans do you have in place for ensuring that the supply of your service(s) / product(s) is not
disrupted? Please describe your plans by main service / product category:
8.4 Please give details of when the plan has had to be operated in part/full and the frequency over the last 3 years.
Alternatively please state if you have tested your ‘Business Continuity Plan’, highlighting any shortfalls that were found and closed loop corrective action implemented to minimise the risk of re-occurrence.
8.5 Please describe what IT systems failure and disaster recovery plans you have in place to preserve business-critical data?
8.6 Please describe what fire prevention plans you have in place to ensure employee safety / to preserve business premises and business-critical data?
8.7 Please state if your business has undertaken fire risk assessments and the resultant outcomes? Please also state the frequency of re-evaluation of these assessments?
8.8 Please state what your information security policy arrangements are for protection of commercially sensitive data.
8.9 Please state what your arrangements are for the use of alternate premises should you be unable to access your usual place of work, e.g. because of flood, fire/smoke, or storm damage, etc.
8.10 Please state the level of Material Damage and Public Liability Insurance cover held (including business/disaster recovery insurance).
8.11 Please provide any further information, not previously covered above that you consider is relevant to your disaster response and recovery capabilities.
SECTION 9 – ENVIRONMENTAL ISSUES
The Authority has adopted a positive stance with regard to the protection of the environment and regards environmentally sound approaches to service delivery 9.1 Does your company have an environmental policy?
YES NO 9.2 If yes, is the policy available to the Council on request?
Available? YES NO On Website* (*Website details must be provided in 1.4) 9.3 Please give examples of how your policy is applied in practice.
SECTION 10 – EQUAL OPPORTUNITIES
10.1 As an employer, do you meet the requirements of the positive equality duties in relation to the Race Relations (Amendment) Act 2000; Disability Discrimination (Amendment) Bill 2005 and the Equality Act 2006 which introduced the Gender Equality Duty enforceable from 2007?
YES NO 10.2 Newcastle-under-Lyme Borough Council considers it necessary for all
organisations wishing to provide services on behalf of the Council, to demonstrate that all reasonably practicable steps have been taken to eliminate discrimination and promote equality of opportunity by allowing equal access and equal treatment in employment and service delivery for all. Do you have an equal opportunities policy?
YES NO 10.3 If yes, is the policy available to the Council on request?
Available? YES NO On Website* (*Website details must be provided in 1.4) 10.4 Is it your policy as an employer to comply with your statutory obligations
under the current legislation relating to Equal Opportunities and accordingly, your practice not to treat one group less favourably than others because of its gender, gender identity, race or ethnic origin, religion or belief, disability, sexual orientation, or age, in decisions to recruit, train or promote employees?
YES NO 10.5 In the last three years has any court or tribunal found a case of unlawful
discrimination against your company?
YES NO Investigation will not disbar your company from inclusion, but failure to
disclose it will.
10.6 In the last three years has your company been the subject of a formal investigation by the Commission for Racial Equality, the Disability Rights Commission or the Equal Opportunities Commission on grounds of alleged unlawful discrimination?
YES NO Investigation will not disbar your company from inclusion, but failure to
10.7 If the answer to questions 10.5 and 10.6 is yes, or, in relation to question 10.6 the relevant Commission made a finding against your organisation, what steps did you take as a result of that finding?
Is your policy on equal opportunities set out in the following; 10.8
• Instructions given to people you are recruiting, training and promoting?
• Documents available to employees, recognised trade unions or other employee groups?
• Job advertisements or other literature?
YES NO YES NO YES NO 10.9 If required, is supporting evidence available to the council on request?
YES NO 10.10 Do you follow the relevant Commission’s statutory Codes of Practice for
Employment?
YES NO 10.11 If you are not currently subject to UK legislation, please provide details of
your experience in working under your equivalent national and material legislation which is designed to eliminate discrimination (especially racial; disability and sexual discrimination) and promote equality of opportunity.
SECTION 11 – CRIME & DISORDER ACT
Section 17 of the Crime and Disorder Act 1998 provides a governing principal to all local authorities and states that the Council must exercise "its various functions with due regard to the likely effect of the exercise of those functions on, and the need to do all that it reasonably can to prevent, crime and disorder in its area." 11.1 Does your company support the Council with respect to Section 17 of the
Crime and Disorder Act 1998?
YES NO
SECTION 12 –SUPPORTING TECHNICAL INFORMATION / CAPABILITY
12.1 If you are bidding on behalf of a partnership or consortium, please provide details of your experience in leading / sub contracting with partners to achieve identified outcomes.
12.2 If your company is successful, will the design team employed on similar past projects, be available for this development
YES NO 12.3 If successful will your design be undertaken on auto-cad, compatible with
other industry recognised operating systems.
YES NO 12.4 Has your company won any civic design awards for the construction of a new
build local authority leisure centre/wellbeing centre within the last five years YES
NO 12.4 If yes to the above (please state below)
12.5 Submissions received from consortiums will be considered. However, the consortium must form itself into a legal entity prior to the contract commencing. If shortlisted to the tender stage, it must submit with its tender, details of the manner in which it will create that company, including Articles of Association, Health & Safety Policies and financial support.
SECTION 13 – REFERENCES/EXPERIENCE
The Authority may elect to contact any of the referees provided. Your permission to do so will be assumed unless you state any objections.
Please provide where possible three references in relation to contracts you have been awarded for the provision of similar services.
Please include any contracts that you have with any local authorities or other public bodies, both contracts currently underway and contracts that have been undertaken over the last three years
Reference 1 Reference 2 Reference 3 Customer Name
Customer Address
Contact Name
Contract Award Date / Contract End Date Telephone Number Brief description of service
Track record/relevant experience of key personnel proposed for this project.
Schedule of facilities
Build Contract Value Contract Length 13.1
SECTION 14 – DECLARATION
14.1 I declare that the details submitted within and appended to this application are correct
YES NO 14.2 I understand that the information disclosed in this application form will be used
in the evaluation process to assess my company’s suitability and competence to conduct the service / provide the goods being tendered by the Authority: NAME (in full):
……… SIGNATURE (not required for electronic PQQ returns):
……… POSITION ……… COMPANY NAME ……… DATE ……… Note: This form must be signed by a director or other senior representative of the company.
