http://www.nwda.co.uk/docs/00115_PQQ

NORTHWEST DEVELOPMENT AGENCY

PRE-QUALIFICATION QUESTIONNAIRE (PQQ)

REFERENCE: NWDA 00115

CATERING SERVICES

PREPARED BY: KELLY CLARKE DATE: FEBRUARY 2007 ENQUIRIES TO: Kelly.clarke@nwda.co.uk TEL – 01925 400 477 FAX – 01925 400 407

1. INTRODUCTION AND BACKGROUND Purpose of this document The Northwest Development Agency (the “Agency”) requires the information sought in this questionnaire from applicants responding to the OJEU notice to provide catering services to the Agency.

Responses to the pre-qualification questionnaire will be used in the first step of selecting applicants to tender. Selected applicants will be invited to participate further in the procurement.

This is a competitive procurement conducted in accordance with the Restricted Procedure, under the EC Services Directive, as implemented by UK Public Contracts Regulations 2006.

Organisation of this document This document contains three sections: 1. Introduction and background; 2. evaluation approach; 3. the pre-qualification questionnaire.

Background Information The NWDA has considerably grown from when it was established in April 1999 in both its responsibilities, its functionality within the region and the volume of its staff. Due to these reasons many of our service requirements have changed dramatically.

The NWDA requires a central purchase of delivered catering services i.e. buffet services, hospitality and lunchtime sandwich delivery services for the Headquarters based at Renaissance House, Warrington, where approximately 250 staff are based, but the service will also incorporate our other area offices. These will include the Brew House in Warrington and our Liverpool, Manchester and Preston area offices. The services we require are mainly for lunchtime meetings with external clients where the Agency will provide light refreshments for attendees. However, our requirements may well include establishing a service for our out of office hours meetings and events, again mostly held at our HQ, where you will be required to serve formal dinners with silver service. Please note that the sandwich delivery service for staff is not subsidised by the NWDA and therefore cash collection from staff on site will be required.

In section 5 of the Pre-Qualification Questionnaire, Lot 8 is entitled ‘Other Services’. If responding ‘yes’ to this Lot, please provide a separate page detailing what additional information foodstuff/service you can provide (e.g. soup, jacket potatoes), and the times/methods of delivery.

Outline Timetable 1) OJEU & Pre-Qualification Questionnaire sent out

15/02/07

2) Return of Pre-Qualification Questionnaire

26/03/07

3) Pre-Qualification Questionnaire evaluation

26/03/07 - 10/04/07

4) Anticipated tender issue date

17/04/07

5) Tender return date

29/05/07

6) Sampling / Site visits

Mid June

7) Contract award

July

Instructions for Completion Responses to the questionnaire must be returned in a blank envelope; with the PQQ label affixed to the envelope (the PQQ label is available for download from the www.nwda.co.uk/tenders website).

One copy of the completed questionnaire should be submitted in paper format to the address provided on the PQQ label by the due date (and one copy on CD).

PQQs must not be submitted via e-mail.

PQQs must be returned to: Tender Board, Northwest Development Agency, Renaissance House, PO Box 37, Centre Park, Warrington, Cheshire, WA1 1XB (as stated on the PQQ return label).

Applicants should answer all questions as accurately and concisely as possible.

Where a question is not relevant to the applicant’s organisation, this should be indicated, with an explanation.

Supporting information should be presented in the same order as and should be referenced to the relevant question.

Questions must be answered in English.

Responses will be evaluated in accordance with the procedures set out in Section 2. In the event that none of the responses are deemed satisfactory, the Agency reserves the right to consider alternative procurement options.

Failure to furnish the required information, make a satisfactory response to any question, or supply documentation referred to in responses, within the specified timescale, may mean that an applicant will not be invited to participate further.

The information submitted will be held in confidence by the Agency and used for the purpose of determining applicants’ suitability for meeting the Agency’s general requirements for the provision of the above services.

Further assessment and shortlisting may be required before any award of business, which may be subject to a formal separate contract.

The applicant is responsible for obtaining all information necessary for the preparation of its proposal. In addition, the applicant will bear all costs, expenses and liabilities incurred in connection with the preparation of its submission and all further participation in the procurement process.

It should be noted that the information given at this stage will be subject to verification at later stages of the procurement process. If any error, omission or misrepresentation is discovered, the Agency reserves the right to disqualify the applicant from further participation in the process, no matter what stage the process has reached.

The Agency does not bind itself to accept the lowest, or indeed any, tender.

Single point of contact Applicants have been asked to include a single point of contact in their organisation for their response to the pre-qualification questionnaire. The Agency shall not be responsible for contacting the applicant through any route other than the nominated contact. The applicant must therefore undertake to notify any changes relating to the contact promptly.

The Agency does not wish to receive responses from any applicant wishing to subcontract all or parts of the service.

3

Queries about the procurement Any questions about the procurement should be submitted to Kelly Clarke at Kelly.clarke@nwda.co.uk or 01925 400 477.

If the Agency considers any question or request for clarification to be of material significance, both the query and the response will be posted on the NWDA website at www.nwda.co.uk/tenders in an anonymous form. It is the responsibility of the applicant to check this website periodically before the PQQ return date to check for any updates and to incorporate these updates into its submission.

Timetable Responses must be received by 12 noon Friday 16th March 2007. Responses received after this date may be disregarded.

Important Notices 1.1

The information in this document provides an outline of the restricted procedure procurement process that the Agency intends to follow, although it reserves the right to amend this process or cancel the procurement at any stage without prior consultation. Under no circumstances will the Agency or its advisers be liable for any costs or expenses incurred by applicants during the procurement process. Expressions of interest are only sought from organisations that are agreeable to these arrangements.

1.2

The information in this PQQ is provisional and may be superseded by the Invitation to Tender.

1.3

The information provided is intended only as an explanation of the Agency’s requirements and is not intended to form the basis of an applicant’s decision on whether to enter into any contractual relationship with the Agency. The information provided shall not form the basis of or be relied on in connection with any contract.

1.4

Whilst all materials supplied have been prepared in good faith the information provided has not been independently verified and does not purport to be all-inclusive or to contain all the information that a prospective supplier may require. Applicants are responsible for making such checks and investigations as they consider appropriate. The supply of the information provided to applicants does not constitute an obligation to give further information or to update the information provided or to correct any information that is incomplete or inaccurate.

1.5

None of the Agency’s directors, officers, employees, representatives, agents or advisers (together the “Issuers”) make any representation or warranty, express or implied, as to the accuracy, adequacy or completeness of the information provided. Applicants considering responding with a view to entering into a contractual relationship with the Agency should make their own enquiries and investigations of the Agency’s requirements.

1.6

Neither the Agency or the issuers shall be liable for any loss or damage arising as a result of reliance on the information provided. The subject matter of this information memorandum shall only have any contractual effect when it is covered and contained in the express terms of an executed contract.

1.7

The issue of this document in no way commits the Agency to award any contact pursuant to the bid process nor does it constitute an offer to enter into a contractual relationship.

1.8

Save as provided below, in no circumstances shall the Agency or the issuers incur any liability whatsoever or be liable for any expenses incurred by candidates at any time. Any and all liability in relation to this information memorandum is hereby expressly disclaimed and excluded to the maximum extent permissible by law. The exclusions of liability contained in this paragraph do not exclude liability for death or personal injury caused by the Issuers’ negligence and/or to fraud or fraudulent misrepresentation by the Issuers.

1.9

The information provided is not, nor is it to be taken as, the giving of investment advice by the Agency or any of the issuers nor is it an invitation or inducement to engage in investment activity.

4

Freedom of Information Legislation 1. The Agency may be obliged to disclose information provided by applicants in response to this PQQ under the Freedom of Information Act 2000, all subordinate legislation made under this and the Environmental Information Regulations 2004 (“the Freedom of Information Legislation�).

2. Applicants should be aware that the information they provide could be disclosed in response to a request under the Freedom of Information Legislation. The Agency will proceed on the basis of disclosure unless an appropriate exemption applies. Applicants should be aware that despite the availability of some exemptions, information may still be disclosed if the public interest in its disclosure outweighs the public interest in maintaining the exemption. No response to this PQQ should be covered by a general statement regarding its overall confidentiality; instead any specific areas of confidential information should be highlighted in accordance with paragraph 3 below. The Agency accepts no liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Legislation.

3. Applicants should highlight information in their responses which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons why they consider this.

4. The Agency will use reasonable endeavours to consult with applicants over the release of information which is highlighted by them as commercially sensitive or confidential.

2.

EVALUATION APPROACH

Supplier Selection The objective of the selection process is to assess the responses to the Pre-Qualification Questionnaire and select potential suppliers to proceed to the next stage of the procurement.

Selection criteria will be a combination of both financial and non-financial factors and will consider: a) Supplier Acceptability – status of supplier (in relation to Regulation 14 of the Public Services Contracts Regulations 1993 (SI 1993 No 3228)). A summary of Regulation 14 is included in Section 3. b) Economic and Financial Standing – the supplier must be in a sound financial position as set out in Regulation 15 of the Public Services Contracts Regulations 1993 (SI 1993 No 3228). This may entail independent financial checks. c) Supplier Track Record - The supplier must be able to demonstrate a successful track record of providing similar services to those listed in the Official Journal of the European Union (OJEU) notice as set out in Regulation 16 of the Public Services Contracts Regulations 1993 (SI 1993 No. 3228). d) Supplier capacity and capability – Assessment of the totality of resources and core competences available to the supplier(s) in the delivery of this service.

Failure to provide a satisfactory response to any of the questions may result in the Agency not proceeding further with the applicant.

The information supplied will be checked for completeness and compliance before responses are evaluated.

Evaluation of subsequent stages will be undertaken in accordance with the overall Evaluation Strategy for the project. The high level Evaluation Criteria for the project are as follows: Weightings definition applies as follows: 5 - Is perceived as essential requirement 2 - Is perceived as preferred/minimum requirement 1 - Is perceived as desirable requirement or is for information only (ie no impact) IN/OUT Questions are perceived as mission-critical requirements, and thus will not attract a score or weighting, but will determine whether a Supplier remains in the process.

Each question within the pre-qualification questionnaire will be scored as follows: 2 – Supplier response exceeds requirement, appearing to offer improved value for money 1 – Supplier response appears to meet requirement 0 – Supplier response does not appear to meet requirement Where in the opinion of the Agency the response is inadequate the applicant may be excluded from further consideration.

The Agency intends to award any contract based on the most economically advantageous offer.

6

3.

PRE-QUALIFICATION QUESTIONNAIRE

NWDA 00115 – CATERING SERVICES 1 ORGANISATION IDENTITY 1.1 Name of the company (Prime or single contractor) in whose name the tender would be submitted 1.2 Contact name: 1.3 Address:

1.4 Telephone number: 1.5 Facsimile number: 1.6 E-mail address:

1.7 Registered address if different from above: 1.8 Registered Number

Location Service

Liverpool Digital & Wavertree Site

Warrington HQ Office

Manchester Office

Daresbury Office (Warrington Region)

Brew House

Buffet Services Silver Service Sandwich Delivery Service Other Services (refer to section 1)

*please tick boxes to denote service(s) you are willing to provide to relevant location(s).

Please see link for office locations HTTP://WWW.NWDA.CO.UK//SIMPLECONTENT.ASPX? &AREA=105&SUBAREA=112

7

The Mersey Partnership (Liverpool)

2. ORGANISATION INFORMATION 2.1 Is your organisation:

i) a public limited company?

Y/N

iii) a sole trader?

Y/N

ii) a limited company?

Y/N

iv) a partnership?

Y/N

2.2 Confirmation that an organisation structure chart is enclosed with this completed questionnaire?

2.3 Is your company a subsidiary of another company?

Y/N

Y/N If Yes, please provide the name and registered office address of:

The holding or parent company The ultimate parent company (if applicable) 2.4 Executive Directors/ Partners: Name

Responsibility

2.5 Number and locations of premises from which your organisation provides services similar to those required by the Agency

2.6 Brief history (not more than 200 words) of your organisation

8

3. COMPLIANCE WITH EC LEGISLATION/ UK PROCUREMENT LEGISLATION Do any of the circumstances as set out in The Public Services Contracts Regulations 1993 (SI 1993 No: 3228) Part IV, Regulation 14 apply to your company

Y/N

If yes, please supply details:

The Agency may seek evidence at a later date, in confirmation of your answer.

A summary of the circumstances of Regulation 14 is provided below.

SUMMARY OF INELIGIBILITY CONDITIONS PROVIDED BY REGULATION [14 OF THE PUBLIC SERVICES CONTRACTS REGULATIONS 1993 (SI 1993 NO 3228) This summary is offered only as an indication for the convenience of bidders. Bidders should refer to the Regulations and satisfy themselves that they are not ineligible.

Regulation 14 sets out the grounds on which a services provider may be deemed ineligible to tender for or be awarded a public contract. Rejection is permissible when a Service Provider: -

is in a state of bankruptcy insolvency compulsory winding up, administration, receivership, composition with creditors or any analogous state, or subject to relevant proceedings;

-

has been convicted of a criminal offence related to business or professional conduct;

-

has committed an act of grave misconduct in the course of business;

-

has not fulfilled obligations relating to payment of social security contributions;

-

has not fulfilled obligations relating to payment of taxes;

-

is guilty of serious misrepresentations in supplying information required by the Agency or other public body under the Regulations

-

is not in possession of a licence or not a member of the appropriate organisation where the law of that State requires it; or

-

subject to paragraphs (5) and (6) of Regulation 14, is not registered on the professional or trade register of the relevant State in which established

9

4. QUALITY ASSURANCE 4.1 Please provide details of any quality assurance certification that your company holds e.g. IS0 9000 or equivalent standard. Please include a copy of any certificate.

If no accreditation is held, please attach an outline of your quality assurance policy.

4.2 Please provide details of any quality assurance certification for which you have applied

5. HEALTH & SAFETY AND FOOD HYGIENE 5.1 Please provide details of any food & hygiene certification that your company holds e.g. HACCP or equivalent standard. Please include a copy of any certificate.

5.2 Please provide details of any food & hygiene certification for which you have applied

10

6. OPERATIONAL QUESTIONS A) Are you able to deliver (at the locations you selected in Section 1)) within 24 hours?

If not, please outline a reasonable timeframe from receipt of request to delivery.

B) Please provide a sample menu, together with an indicative price list for the service(s) that you have indicated in Section 1.

11

Y/N

(I)

FINANCIAL

Please note that the Agency’s standard payment method is via BACS or Government Procurement Card.

Please provide the following: (a) A copy of the most recent audited accounts for your 12rganization that cover the last two years of trading or for the period that is available if trading for less than two years. (b) A statement of the 12rganization’s turnover, Profit & Loss and cash flow position for the most recent full year of trading (or part year if full year not applicable) and an end period balance sheet, where this information is not available in an audited form at (a).

I Where (b) cannot be provided, a statement of the 12rganization’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position. (d) If the 12rganization is a subsidiary of a group, (a) to (c) are required for both the subsidiary and the ultimate parent. Where a consortium or association is proposed, the information is requested for each member company. (e) A separate statement of the 12rganization’s turnover that relates directly to the supply of this service for the past two years, or for the period the 12rganization has been trading (if less than two years). (f) Parent company and/or other guarantees of performance and financial standing may be required if considered appropriate. Confirmation of the 12rganization’s willingness to arrange for a guarantee or a performance bond (g) Has your organisation made any application for third party funding – including State Aid assistance – in relation to the services you are intending to provide?

Y/N

(h) Please give address to which Payment/Remittances should be sent:

(i) Please also advise if your invoice address is different from the above:

(j) Are you willing to accept payment by Government Procurement Card (GPC)?

12

Y/N

8. REFERENCES 8.1 Is your organisation an approved supplier under G-Cat, S-Cat, L-Cat, P&CS Directory?

Yes/No

8.2 Is your organisation an approved supplier under any other OGC scheme or is it party to any OGC approved framework agreement?

Yes/No

8.3 Details of three major recent private sector contracts you have been awarded for the provision of services similar to those required by the Agency Customer name and address

Contact name and Telephone number

Date contract awarded

Contract reference and brief description of service undertaken

1.

2.

3.

8.4 Details of any major recent contracts you have been awarded by organisations in the wider public sector (e.g. government departments, local authorities, NHS trusts, RDAs) for the provision of services similar to those required by the Agency Customer name and address

Contact name and Telephone number

Date contract awarded

Contract reference and brief description of service undertaken

1.

2.

3.

Note. The Agency may elect to contact any of the given companies for a reference. Your permission to do so will be assumed unless you explicitly state any objections.

13

9. DISPUTES 9.1 For the last 3 years, details of contracts 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.

Customer name and address

Contract reference and brief description of services provided

Date of claim/ contract termination

Reason for claim/ contract termination

9.2 Are there any court actions and/ or significant employment tribunal hearings outstanding against your organisation?

Y/N

If Yes, please provide details:

9.3 Has your organisation been involved in any court action and/ or significant employment tribunal over the last 3 years?

Y/N

If Yes, please provide details:

14

10. BUSINESS CAPABILITY 10.1 The principal areas of business activity of your company

10.2 To which professional or trade bodies your organisation belongs

10.3 The number of staff currently involved directly in the provision of services similar to those required by the Agency: Permanent staff numbers

Third party staff numbers

10.4 Details of staff turnover as percentage of your workforce for the last 3 years 10.5 Please describe on a separate sheet (maximum 400 words), your previous experience of providing services similar to those required by the Agency 10.6 Is your organisation registered under the Data Protection Act 1998?

Y/N

If Yes, please provide your registration number:

10.7 Details of your organisation’s Health and Safety at Work Policy

10.8 Confirmation that an Environmental Policy is enclosed with this completed questionnaire?

Y/N

10.9 Does your organisation fully comply with the provisions of the appropriate Acts on Age, Disability, Equal Pay, Equal Opportunities, Ex-Offenders, Harassment, Religion, Sex, Sexual Orientation and Race Discrimination?

Y/N

15

11. COMMENTS 11.1 Any general comments you wish to make

12. CONFLICT OF INTEREST Where there is any indication that a conflict of interest exists or may arise, then it shall be the responsibility of the applicant to inform the Agency, detailing the conflict in writing as an attachment to this document.

The Agency will be the final arbiter in cases of potential conflicts of interest. Failure to notify the Agency of any potential conflict of interest will invalidate any verbal or written agreement.

Are you aware of any conflicts of interest between your company and the agency?

Y/N

* A conflict of interest is where a person who is involved in the procurement has or may be perceived to have a personal interest in ensuring that a particular tenderer is successful. Actual and potential conflicts of interest must be declared by a person involved in a tender process.

13. TERMS AND CONDITIONS OF CONTRACT Your Company agrees to carry out all contracts and/or other awards of business in accordance with the Agency’s standard Terms and Conditions of Contract for Services.

Y/N

Mandatory Attachments Checklist •

Organisation chart (Q2.2)

•

Quality Certificate or QA policy (Q4.1)

•

Health & Safety/ Food Hygiene (Q5.1)

•

Sample Menus/Pricelists (Q6.)

•

Financial information for organisation and group requested in (Q7)

The information contained in this questionnaire will be used for the purpose of determining an applicant’s suitability for meeting the Agency’s general requirements for the provision of the Services. Further assessment and selection may be required before any indication can be given as to the success of an application for inclusion on the Agency’s tender list.

16