INVITATION TO TENDER NORTHWEST DEVELOPMENT AGENCY Productivity Rail Study Brief (NWDA 00232)
PREPARED BY:
Chris Williams
DATE:
18th September 2007
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18th September 2007
Dear Sirs INVITATION TO TENDER TITLE OF TENDER: Productivity Rail Study Brief NWDA REF: NWDA 00232 You are hereby invited by the Northwest Development Agency (“the Agency”) to submit a tender for the above study. Please complete the attached ‘Notice of Intent to Submit a Tender’ form and return to the undersigned by e-mail by 21st September 2007. Any contract awarded following your tender will commence on the date of acceptance and is subject to the conditions of contract. Tender Timetable Tenderers’ clarification questions to be submitted by The return date for this tender is 10.00 o’clock Short listed Tenderers' may be invited for interview prior to contract award on The anticipated contract award date is
28th September 2007 5th October 2007 w/c 22nd October 2007 (estimated) w/c 29th October 2007
Documentation You are required to return one electronic disk version, one original hardcopy proposal plus 1 copy of the response to the Invitation to Tender Document, clearly marked as such. Tenders must be returned using the enclosed return label and in accordance with the ‘Instructions to Tenderers’ in particular point 6, to: TENDER BOARD Northwest Development Agency Renaissance House PO BOX 37 Centre Park Warrington Invitation to Tender/SC Version 4 Issue date 28/09/06
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WA1 1XB Whilst Tenderers are preparing their responses, questions will inevitably arise. It is requested that all queries be referred in writing to Chris Williams, Senior Contract Manager (telephone 01925 400118, email: chris.williams@nwda.co.uk) at the above address. In order to allow the Agency time to offer appropriate answers, Tenderers must submit any queries in writing to Chris Williams by the date specified in the table above. 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 Agency’s website at www.nwda.co.uk/tenders in an anonymous form. It is the responsibility of the interested party to check this website periodically before the tender return date to check for any updates and to incorporate these updates into its tender submission We look forward to receiving your tender response. Yours faithfully
Chris Williams Senior Contract Manager
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CONTENTS 1.
Instructions to Tenderers
2.
Invitation to Tender 2.1 2.2 2.3
3.
Tender Documents 3.1 3.2 3.3 3.4
3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 4.
Background Information Specification and Scope Evaluation Criteria
Structure of Proposal Response Subcontractor Arrangements Form of Tender (this form must be signed and returned) Pricing Preambles Pricing Schedule References General Supplier Details Financial Information Conflict of Interest Terms and Conditions of Contract From Completed by
Terms and Conditions of Contract
Appendix A
Background Documents
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1.
INSTRUCTIONS TO TENDERERS
1.
Tenders must be submitted in accordance with these instructions and any further instructions contained in other documentation issued by the Agency.
2.
Tenderers who do not wish to submit a tender must return the enclosed documents using the addressed label. It would be helpful if Tenderers could state their reasons for not tendering, although there is no obligation to do so.
3.
Alterations: The Tenderer may not alter this document. Any proposed alteration is to be given in a separate letter accompanying the tender.
4.
Tenderers must submit a compliant bid based on the structure as outlined in this document. However, if Tenderers wish to submit a variant proposal, they should do so separately and this must be in addition to a compliant bid.
5.
The address label enclosed must be used for the return of the tender. Envelopes/packages should be plain and must not show any reference to the Tenderers identity. Please place the Tender Number label on the front of the return envelope. Tenderers should note that this also applies to any tenders sent via courier. Tenders without the label or in envelopes, which in any way identify the Tenderer, may be rejected.
6.
The date and time for return of tenders is shown on the label and on the Form of Tender. Tenders will be received up to the time and date stated. It is the Tenderers’ responsibility to ensure that their tender is received on time. The Agency does not undertake to consider tenders received after that time unless clear evidence of posting via the Post Office is available (i.e. a clear black postmark and/or certificate of posting). Late tenders franked with the Tenderers’ own franking machine will automatically be rejected, as will late tenders dispatched by methods other than via the Post Office.
7.
Facsimile, e-mail, and telephone: Tenders will not be considered if sent by these methods. Hand delivery of envelopes will be accepted.
8.
The Agency does not issue acknowledgement of receipt of tender documents and accepts no responsibility for loss or non-receipt of applications.
9.
The tender should be completed legibly in black ink, black ballpoint or clearly typed.
10.
The Agency expressly reserves the right not to award any contract as a result of this procurement process and it shall not be liable for any costs incurred by Tenderers. The Agency also reserves the right to accept all or any part of a tender.
11.
Prices shown should be exclusive of VAT.
12.
Confidentiality of tenders: The Tenderer must not inform anyone else of their tendered price. The only exception is if the Tenderer is required to obtain an
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insurance quotation to calculate the tender price then the Tenderer may give details of their bid to the insurance company or brokers, if requested. 13.
The Tenderer must not try to obtain any information about any other party’s tender or proposed tender before the contract is awarded.
14.
The Tenderer must not arrange with any other party the submission of a tender, except in the circumstances where sub-contracting and/or joint ventures are applicable.
15.
Trading names/invoicing: Where invoices will be rendered by, or payments made to, an entity whose title differs in any respect from the title in which the tender is submitted, full details must be provided in a letter accompanying the tender. Successful Tenderers who fail to provide this may experience delays in payment or non payment of their invoices.
16.
Tenders must be returned to Northwest Development Agency, Tender Board, PO Box 37, Renaissance House, Centre Park, Warrington WA1 1XB as per date and time stated at the front of this Invitation to Tender document. Tenders must be delivered either by post or by hand to the reception desk, ensuring that a member of staff notes the time and date of receipt, as tenders delivered otherwise may not arrive on time.
17.
Except where the Agency considers that questions are not material to the procurement process and the fullest understanding of its objectives, such questions and their subsequent replies will be disseminated to all Tenderers. Tenderers should note in relation to all responses to questions in connection with this Invitation to Tender that the Agency makes no guarantee that such information in response to questions will be made available and are not warranting its accuracy.
18.
Tenderers should note that during this tender process they should not contact any of the Agency’s respective Board Members, Executive Directors, employees or advisers or any third parties connected to the Agency or any advisers to this procurement, outside of the process outlined within this section and elsewhere within this document.
19.
All responses to this Invitation to Tender must be in English
20.
The Agency reserves the right, at its discretion, to request clarification in writing, or further relevant information, from any Tenderer post submission of the tender response by such Tenderer.
21.
Eligibility of prospective Contractors: Any change that is considered material by the Agency as to the identity or control of a Tenderer, or in the eligibility of a Tenderer, happening before or after the Tenderer has submitted its response to the Invitation to Tender, will lead to its disqualification. Where the Tenderer is a consortium, the lead consortium member must remain the same as when originally shortlisted. The full consortium membership must be disclosed and set at the time of submission of the Invitation to Tender response and there must be no material changes in the consortium after the tender submission. The Agency
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must be advised of any change in the consortium membership or in the principal relationships between members of the consortium. Any change which is considered material will lead to the Tenderer’s disqualification. 22.
Tenderers are required to agree to the Agency’s Terms and Conditions of Contract. Any proposed amendments regarding the Terms and Conditions must be documented in the Tenderer’s bid and submitted by the tender return date. The Agency will then determine whether the proposed amendments reflect a compliant bid. Please do not email your Tender response unless requested to do so.
23.
Freedom of Information Legislation 1.
The Agency may be obliged to disclose information provided by Tenderers in response to this Invitation to Tender 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.
Tenderers 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. Tenderers 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 Tender 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 (including for negligence) for loss as a result of any information disclosed in response to a request under the Freedom of Information legislation.
3.
Tenderers 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 Tenderers over the release of information which is highlighted by them as commercially sensitive or confidential.
Please do not email your Tender response unless requested to do so. 24.
Company/Organisation contact point Interested Parties are asked to provide a single point of contact in their organisation for their response to the ITT, (Please refer to section 3.11). The Agency shall not be responsible for contacting the Interested party through any
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route other than the nominated contact supplied. The interested Party must therefore undertake to notify any changes relating to the single point of contact promptly to chris.williams@nwda.co.uk 2. 2.1
INVITATION TO TENDER Background Information
The Northwest Development Agency (NWDA) is one of nine regional development agencies established in 1999 by the Government to develop the English regions. The NWDA is a Non-Departmental Public Body (NDPB) funded by the Department for Trade and Industry. The NWDA is responsible for the sustainable economic development and regeneration of England's Northwest and has 5 key priorities: Business, People and Jobs, Skills & Education, Infrastructure and Quality of Life. The NWDA provides strategic leadership, programmes and funding and works closely with a range of partners to deliver the Regional Economic Strategy (RES). The RES sets out a clear and measurable vision for the region, outlines policies to deliver this vision details the actions required. It will continue to address the key issues that affect the economic performance of the Northwest. For further details of the NWDA’s role and activities visit www.nwda.co.uk. 2.2
Specification and Scope
Purpose of Study The North West Development Agency (NWDA) would like to commission consultants to develop an evidence base on the potential productivity benefits of a series of infrastructure improvements to the region’s rail network. This work will inform the development of a potential bid for Productivity Transport Innovation Fund resources. It will also provide an evidence base for a future review of the relevant regional strategies. Background and Context: NWDA The 2006 Regional Economic Strategy (RES) sets out the region’s twenty-year economic strategy, together with the specific actions required over the next three years. Delivery of the strategy is crucial to the success of the region. The Regional Economic Strategy’s vision is to continue to build on the region’s success by creating a dynamic, sustainable international economy in which Manchester, Liverpool and Preston are the key drivers of city regional growth. The RES recognises that the region has an extensive public transport network in many places, but that there are a number of opportunities to improve the capacity and quality of mass transit, particularly in terms of enhancing accessibility to jobs. The availability of capacity and effective management of the Northwest’s rail network are essential for the region to continue to grow. Without further investment in our rail network, we risk Invitation to Tender/SC Version 4 Issue date 28/09/06
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increasing conflict between freight, local and high speed rail services for available capacity. We also risk weakening critical city centre economies. In particular, the RES notes that the regional rail network would benefit from better linkages between the cityregions, additional capacity at peak periods and investment in the Manchester rail network (Manchester Rail Hub). In this context, the RES contains a number of rail related infrastructure actions which provide the rationale for NWDA policy support for strategic transport proposals. It includes actions to: • • • •
Identify and deliver necessary capacity improvements to the Manchester Rail Hub; Enhance public transport services between Liverpool / Manchester / Central Lancashire / Leeds / Sheffield; Develop Manchester Metrolink Phase 3, and effective mass transit for Liverpool and within the Mersey Belt, including extending the Merseyrail network to Deeside and Wrexham; and Secure improved public transport links between East Lancashire and employment growth potential in Manchester and Preston.
Background and Context: DfT and Productivity TIF In the July 2004 White Paper, 'The Future of Transport', the Secretary of State announced the creation of the Transport Innovation Fund (TIF). The Fund has been set up primarily to support:
• •
the costs of smarter, innovative local transport packages that combine demand management measures, such as road pricing, with measures to encourage modal shift, and better bus services (known as Congestion TIF); and national, inter-regional, regional, inter-urban and – exceptionally - local schemes that are beneficial to national and potentially international productivity (known as Productivity TIF).
Money from the TIF will become available from 2008/09. The fund is forecast to grow from £290million in 2008/09 to over £2billion by 2014/15. Better transport can lead to improved access to markets and customers, higher mobility and flexibility of the labour market and more reliable supply of goods and services. It is also an important element in international competitiveness. Productivity TIF (PTIF) is available for packages and schemes which by their nature and/or scale are expected to make a major contribution to national (and potentially international) productivity but for which existing sources of funding are insufficient. According to the PTIF guidance (January 2006), schemes which deliver significant productivity gains at the national level include improved road and rail access to ports and airports and improved inter-urban connections. The recent Eddington Transport Study (2006) suggested that the strategic economic priorities for transport policy over the next 20 years should be: congested and growing urban areas and their catchments; together with key inter-urban corridors and key international gateways that are showing signs of increasing congestion and unreliability. Invitation to Tender/SC Version 4 Issue date 28/09/06
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Eddington goes on to say that the best signals to identify where transport is acting to hold back growth will be the presence of clear signs of economic success (economic growth and very high wages and land prices), and that transport demand is starting to outstrip supply (signs of congestion and unreliability). In assessing potential productivity schemes, the DfT take account of the extent to which proposals potentially, for the economy as a whole: (a) increase the mobility of people or goods in a way that reduces business costs; (b) support agglomeration of business activity; (c) support the mobility and flexibility of the labour market; (d) increase international competitiveness and trade through improving ease of movement of goods and services; and (e) increase network resilience and choice for business users. Further guidance on the new approach to measuring the contribution of schemes to GDP is set out in detail in "Transport Wider Economic Benefits and Impacts on GDP" (DfT, June 2006). The document suggests that there are four effects of transport schemes on GDP: business time savings, agglomeration effects, competition effects and effects in the labour market. Labour market effects can be broken down into three separate effects: more people would be willing to enter the labour market, workers would be willing to work longer hours and employment could be relocated from a lower productivity area to a higher productivity area. In the first round of the PTIF process, the Department did not hold a formal bidding process. Instead, it identified potential candidates itself, after taking account of the RDAs' views on priorities. The first round was targeted at a limited number of transport schemes which could be taken forward quickly with implementation able to start during the first 2 years when TIF became available – 2008/09 and 2009/10. In December 2006, the Department for Transport announced that the focus had been on strategic rail freight and road schemes. Network Rail are currently taking forward work on the detailed case for TIF funding for one scheme within the Northwest – gauge clearance work on the Chat Moss route as part of the wider project which includes re-instatement of the Olive Mount Chord at Liverpool. During the Agency’s PTIF discussions with the DfT in early 2006, the importance of strengthening the Northwest’s suburban rail networks within and between the Northwest’s three city regions was discussed, as a key driver for developing agglomeration economies and widening labour markets. This was seen as a longer term possibility for PTIF resources. Decisions have not yet been taken by the government on the future criteria or method for allocating PTIF. It is unclear at this stage whether the RDA’s will be invited to give their views during future PTIF rounds, but in anticipation of further guidance from government, the NWDA would like to consider the potential productivity benefits of strengthening the region’s rail network. Background and Context: Rail Strategy
Network Rail has recently completed the North West Route Utilisation Strategy (NWRUS). This 10-year strategy sits within the long-term strategic planning framework for the railway set out in the Department for Transport’s North West Regional Planning Assessment. The RUS covers Manchester, the city lines into Liverpool Lime Street and Invitation to Tender/SC Version 4 Issue date 28/09/06
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the various radial routes extending into Cheshire, Derbyshire and Lancashire. The Merseyside network, Trans-Pennine routes, lines in Cumbria/Lancashire and the West Coast Main Line are covered in more detail by separate strategies due within the next few years. Network Rail has identified 12 generic gaps in the network through analysis of the railway’s current ability to carry passengers and freight and its ability to cope with predicted demand over the next ten years. The RUS outlines a range of interventions that have been identified to address the gaps in a way which makes effective and efficient use of railway capacity, or which develops capacity in accordance with the output requirements of those who fund the railway. These interventions, set out over the short (to 2009), medium (2009-2014) and long (from 2014) terms, include the following: • • • • • • •
Better links between Manchester, Liverpool and Central Lancashire; More peak capacity to/from central Manchester and Liverpool; Alleviating crowding at congested stations, and investment at Salford Crescent and Manchester Victoria; Improved access to the network such as provision of car parking and interchange facilities; Construction of the third platform at Manchester Airport; Liverpool freight improvements and other loading gauge improvements in accordance with the Freight RUS; and Investigation of the scope for extensions of electrification, including the potential electrification of the Liverpool to Manchester (Chat Moss) route.
Network Rail’s recommended priorities align well with many of the transformational actions in the RES, including better links between the three city regions of Central Lancashire, Liverpool and Manchester, improved access to the region’s ports and airports and measures to improve the Manchester rail network. Study Objectives The Eddington Transport Study, like the Regional Economic Strategy and the Northern Way Growth Strategy, recognises the importance of supporting the UK’s successful agglomerated urban areas and their catchments and the key inter-urban corridors between these places. Alongside tackling congestion, a key issue from our perspective will be the extent to which rail investment can contribute to agglomeration economies, by widening labour markets and extending the opportunities for firms in different city regions to network with one another. NWDA require the development of an evidence base on the potential productivity benefits of strengthening the region’s rail network in advance of the second round of the PTIF. The consultant’s task is to recommend schemes which are most suitable for PTIF resources from the options outlined in the NWRUS document and other relevant rail documents. The study should also provide an evidence base for a future review of the relevant regional strategies. In this context, the consultants should carry out the following tasks:
•
Take account of national and regional policy/strategy and review the evidence and findings presented in relevant documents such as the
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• •
•
Eddington Transport Study (A summary of the key strategy documents is attached in Appendix A); Present evidence on the links between rail investment and regional economic development and estimate the contribution of different rail projects to regional productivity in terms of the effects set out above; Carry out research and make recommendations based upon the submission requirements and guidance for the second round of Productivity Transport Innovation Funding resources, or if unavailable, the Transport Innovation Fund Guidance note (January 2006), in particular identifying the economic and productivity priorities for investment within Network Rail’s NWRUS; and Determine the cost and deliverability of recommended schemes and draw up a draft implementation framework for delivery of priority schemes in terms of regional economic benefit over both the short (0-5 years) and medium (5-10 years) terms.
Skills Needed and the Consultant’s Team The consultant’s team will be required to demonstrate their understanding, skills and experience of: • European, national and regional planning issues and associated economic and transport policy; • Regional economic development in general and the Northwest in particular; and • Knowledge of the operation of the DfT’s Productivity Transport Innovation Fund. Statements of capability from consultants should be accompanied by the names and experience of key personnel who are proposed to undertake the study work. In tender submissions consultants will be required to detail any actual or potential conflicts of interest they may have in relation to the study. Due to the breadth of skills required, consultants may wish to sub-contract associate consultants. In this case the notice of intention to use sub-contractors should be completed (Section 3.3 of the tender documentation). Timetable and Outputs Timescale
Deadline
+ 2 weeks
18th September 2007
Receipt and consideration of + 3 weeks tenders
5th October 2007 for receipt
Invite Tenders
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Consultants interviews
+ 1 week
Week commencing 22nd October
Project Commencement
+ 1 week
29th 2007
Steering Meeting 1
Group
Inception + 1 week
October
w/c 5th November 2007
Delivery of Interim report
+ 3 weeks
26th November
Steering Group Meeting 2
+ 6 weeks
w/c 7th January 2008
Delivery of Draft final report
+ 4 weeks
4th 2008
Steering Group Meeting 3
+ 1 week
w/c 11th February 2008
Delivery of Final report
+ 1 week
18th 2008
February
February
Total = 23 weeks (note: these timings are indicative – the consultant should provide their own views on the length of time required for each element of the study).
Consultants should provide a fully costed fee estimate with their proposals, clearly demonstrating daily rates for individual staff and a total fee estimate for the study. The main outputs from the study will be an interim report, draft final report; and 10 bound copies of the final report with a CD-Rom version (including all maps, diagrams and any spreadsheet work produced as part of the analysis). Steering Group Arrangements The study will be managed by the NWDA. The consultants will report on a day-to-day basis to a project manager at NWDA. A steering group will be set up comprising representatives of the NWDA, the North West Regional Assembly (NWRA) and Network Rail. The Steering Group will advise the consultants on any arrangements for wider consultation.
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2.3
Evaluation Criteria
The Agency will evaluate all Tenders on the basis of the “most economically advantageous tender”. The overall evaluation process will be conducted in a fair and equitable manner, so that the Agency is able to consider the value for money of each proposal. This means that different clarification/information may be sought from different Tenderers. The Agency will take up references and reserves the right to pay due heed to the Tenderer’s performance elsewhere and any past experience from the Agency or its staff. Tenderers may be required to make presentations on elements of their submission to a wide range of Agency staff and any such presentations will form part of the evaluation process. The evaluation criteria described in this Invitation to Tender document will be used to inform the final decision as to which Tenderers will be awarded a Contract. Evaluation of tenders is split between sections A to M of the Response Section (3.2). Each question and /or section has an overall weighting reflecting the relative importance of each section to the Agency. The sub-total of marks for each section will be added together to produce a final score for each Tenderer.
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Table 1: Overall Weightings/Sections
Evaluation Criteria 1 2
3. 4
Section 3.2 Questions A to M Question: A (including I,II,III,IV) , C, K Question: B, D, E, F, G, H, I, J , L M Section 3.3 Subcontractor Arrangements 1a 1b 2
7.
Section 3.4 Form of Tender Section 3.7 References Question 1 Question 2 Question 3,4 Section 3.8 General Supplier Details Questions 1,2 Questions 14,15 Questions 3,4, 6, 7, 8, 9 Questions 5,10,11, 12, 13 Section 3.9 Financial Information Section 3.10 Conflict of Interest Section 3.11
8
Compliance with the Agency’s standard Terms and Conditions of Contract Interviews and presentations
5
6
Criteria Weighting See individual question 5 2 2 2 If 1b is ticked, but 2 is incomplete, 20 points will be deducted In/Out 2 1 5 2 5 FI IN/OUT IN/OUT IN/OUT In/Out 5
Weighting Mechanism 5 – is perceived as an essential requirement 2 – is perceived as a preferred/minimum requirement 1 – is perceived as a desirable requirement or is for information only (i.e. no impact) In/Out – perceived as mission-critical requirements and thus will not attract a score or weighting, but will determine whether a Tenderer remains in the process. FI – For Information purposes only The Agency reserves the right to take into account any other relevant considerations that, in its absolute discretion, it may deem are appropriate. Scoring Mechanism Each question within the Invitation to Tender will be marked as follows:
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2 – response exceeds requirement, appearing to offer improved value for money 1 – response appears to meet requirement 0 – response does not appear to meet requirement
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3.
TENDER DOCUMENTS
3.1
Structure of Proposal
The proposal should be structured as follows: •
• • • •
• • • 3.2
Introduction/covering letter Response to Section 3.2, questions (a) to (m) Response to Section 3.3, Subcontractor Arrangements Completed Form of Tender Pricing Schedule Confirmation of acceptance of Terms and Conditions (see Instructions for Tenderers, point 24). References General Supplier Details – completion of questionnaire Response
Tenderers must ensure that their Tender response is submitted in the format described in this document. Please reply to each point, stating ‘Noted’ or ‘Agreed’, as appropriate, where no specific response is required. Where responses are not offered or further information (e.g. an attachment) is missing, an evaluation rating of zero may be recorded. All tender responses must be complete and compliant, and should offer the most economically advantageous bid available to the Agency. Please provide no more than half a page of narrative in response to questions b,d,e,f,h,I,k & m below. If you wish, you may provide additional information, e.g. copies of policies etc, in an Appendix. General Response (A) Tenderers should provide a method statement on how the study will be provided for the Agency, specifically concentrating on Section 2.2 Specification & Scope, (See Study Objectives); (I) (II) (III)
Take account of national and regional policy/strategy and review the evidence and findings presented in relevant documents such as the Eddington Transport Study (A summary of the key strategy documents is attached in Appendix A); Present evidence on the links between rail investment and regional economic development and estimate the contribution of different rail projects to regional productivity in terms of the effects set out in paragraph 3.4; and Carry out research and make recommendations based upon the submission requirements and guidance for the second round of Productivity Transport
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Innovation Funding resources, or if unavailable, the Transport Innovation Fund Guidance note (January 2006), in particular identifying the economic and productivity priorities for investment within Network Rail’s NWRUS; (IV) Determine the cost and deliverability of recommended schemes and draw up a draft implementation framework for delivery of priority schemes in terms of regional economic benefit over both the short (0-5 years) and medium (5-10 years) terms. (Each question is weighted 5) (B)
Tenderers should describe the methods by which their staff acquire and maintain a high level of subject matter knowledge, expertise and use of industry best practice techniques relevant to the study. Responses should also address the methods applied by sub-contractors and/or associates, where they are to be used to provide any of the services. (Weight 2)
(C)
Tenderers must provide a list of all key personnel to be attached to the study and must provide a single A4 page curriculum vitae, including full profile of speciality and experience, for each person nominated. (Weight 5)
(D)
Setting Up Arrangements – Tenderers should set out how they would deal with the receipt of instructions (one point of contact would be preferable). Successful Tenderers must not undertake any work until receipt of a purchase order number and written instructions from the Agency’s project manager; otherwise to do so will be at their own risk. (Weight 2)
(E)
Tenderers should advise how they ensure that work is delivered to tight timescales. (Weight 2)
(F)
Tenderers must provide their plans for complying with the provision of the proposed study with regard to equal opportunities, discrimination, health and safety, race relations and any other legal requirements. (Weight 2)
Customer Related Requirements (G)
Tenderers must have policies, procedures and resources for managing their relationships with clients at an individual assignment level. (Weight 2)
(H)
Tenderers must have policies, procedures and resources for dealing with customer dissatisfaction and/or complaints. Tenderers should describe their procedures in this respect (including escalation procedures). (Weight 2)
(I)
Tenderers should describe the administrative facilities and support available to staff engaged in working with the Agency. (Weight 2)
(J)
If during the course of this study the chosen company proposes to change a key member of staff the NWDA wishes to be informed as appropriate and approve the selection of the replacement person. Does your company agree to allow the NWDA to be involved in this process? Y/N (Weight 2)
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(K)
Tenderers should describe how they assess and ensure that their staff deliver value for money and customer satisfaction throughout the Contract. Responses should address (but not be limited to) issues such as:
•
the suitability of individuals for the assignment; • the deployment of appropriate skills; • the use of best practice; • the efficient use by the consultant of his/her time on the assignment; • the frequency of assessment and assessor seniority. (Weight 5) (L)
Tenderers should advise an exit strategy for deployment at the end of the contract period, including arrangements for the transfer of documents belonging to the Agency, the maintenance of commercial confidentiality thereafter, and any other issues considered relevant. (Weight 2)
Technical Requirements (M)
Tenderers should set out their plans for managing risks and contingencies that may arise during the contract. Tenderers should also indicate how they will assist the Agency in managing and minimising its business risks. (Weight 2)
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3.3
Subcontractor Arrangements
The Agency intends to enter into a contract with the successful tenderer(s). If the Tenderer intends to sub-contract any of the Services, full details must be disclosed with the tender. The Contractor shall not sub-contract any of the Services without the previous consent in writing of the Agency. Any such consent, if given, may be subject to any conditions which the Agency considers appropriate. Such conditions will include a requirement that the Contractor must comply with all applicable European procurement legislation in connection with the procurement of any of the Services and the Contractor will promptly provide to the Agency any information which the Agency may request in order to satisfy itself that the Contractor has done so. 1. Please tick the box below which applies a) We are bidding to provide all the services required, without the use of subcontractors b) We are bidding in the role of Prime Contractor and intend to use subcontractors to provide some services 2. If the answer to question 1 is (b) please identify intended subcontractors for the bid (if currently known) below: Organisation name
Organisation address and contact details
Service provision responsibility
(Weighting 2) If suppliers are planning to utilise subcontractors a list of those companies to be used must be detailed in question 2, if question 2 isn’t completed 20 marks will be deducted.
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3.4 Form of Tender TENDER FOR: NWDA 00232, Productivity Rail Study Brief 1.
2.
I/We agree and/or certify that this offer and any Framework Yes/No* Agreement or Contract arising from it shall be bound by the Invitation to Tender Documentation I/We agree and/or certify to supply goods/services of the exact Yes/No* quality, sort and price specified in the Pricing Schedule(s) in such quantities and to such extent and at such times and locations as the Northwest Development Agency (the “Agency�) may direct;
3.
I/We agree and/or certify that this offer is made in good faith and that we have not fixed or adjusted the amount of the offer by or under or in accordance with any agreement or arrangement with any other person;
Yes/No*
4.
I/We agree and/or certify that we will not communicate to any person other than the person inviting these offers the (or approximate amount of) offer, except where the disclosure, in confidence of the approximate amount of the offer was necessary to obtain quotations required for the preparation of the offer, for insurance purposes or for a contract guarantee bond;
Yes/No*
5.
I/We agree and/or certify that we will not enter in to any arrangement or agreement with any other person that s/he shall refrain from making an offer or as to the amount of any offer to be submitted;
Yes/No*
6.
I/We agree and/or certify that we will not pay give or offer or agree to pay or to give any sum of money or other valuable considerable directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any offer or proposed offer for the goods/services any act or thing of the sort described in 3, 4, or 5 above.
Yes/No*
7.
I/We acknowledge that if I/we have acted or shall act in Yes/No* contravention of this Form of Tender, the Agency will be entitled to cancel the contract and to recover from ourselves the amount of any loss and expense resulting from such a cancellation.
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8.
I/We agree that this tender and any contract which may result Yes/No* from it shall be based on this Form of Tender, Terms and Conditions, Specification / Brief attached, Pricing Schedule attached, and our response to this invitation to tender (to the extent to which the Agency may determine in accepting the tender).
9.
I/We agree that any other terms and conditions of contract or Yes/No* any general reservations, which may be printed on any correspondence, issued by us shall not be applicable to any contract resulting from this tender. * Please delete one
Note In this Form of Tender, the word 'person' includes any person and any body or association, corporate or unincorporated; 'any agreement or arrangement' includes any transaction, formal or informal and whether legally binding or not. TENDERERS MUST RESPOND TO ALL QUESTIONS IN THIS FORM OF TENDER, OTHERWISE THE TENDER RESPONSE WILL BE CONSIDERED INVALID.
Signed _________________________________________________________ Full Name (print)_________________________________________________ On Behalf of_____________________________________________________ Position in Company______________________________________________ Date___________________________________________________________
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3.5
Pricing Preambles
1.
The Pricing Schedule contains the Contractor’s tendered rates.
2.
The prices in the Pricing Schedule shall include for all services shown or described in the Contract as a whole and for all services not described but apparent as being necessary for the complete and proper execution of the contract.
3.
No quantity or continuity of work is guaranteed to the successful Contractor and this should be taken into account when completing the Pricing Schedule. Unless expressly stated to the contrary, any quantities given in the Pricing Schedule are for information only.
4.
Each item in the Pricing Schedule must be fully priced, with insertions for each item. If any item is unpriced (whether by leaving the rate and/or amount space blank or by entering “included” or otherwise), that item shall be deemed to be priced at “nil”.
5.
Applications for payment shall be made in accordance with the procedures described in the Agency’s Conditions of Contract.
6.
All prices quoted shall be exclusive of Value Added Tax (VAT).
7.
All prices shall be carriage paid, including packaging and labeling.
8.
The daily rate indicated in the Schedule of Rates is for an 8 hour working day, during a normal working week (Monday to Friday).
9.
The Contractor will not charge the Agency for travelling time in addition to daily fees. Any travelling time at the start or end of the working day is at the Contractor’s cost.
10.
Tenderers must complete the Schedule of Rates with details of all applicable personnel to this contract by denoting job title, function (brief overview of the role) and daily rate. Tenderers must ensure that all relevant personnel are detailed, as no other rates offered during the contract will be applicable.
11.
Figures inserted into the Schedule of Rates must be a single figure and not a range of figures. A range of fees per job title will not be accepted.
12.
Expenses Business Mileage: Business mileage will be reimbursed at a rate of £0.40 per mile. Business mileage will only be paid from the Contractor’s nearest office to the Agency’s Head Office or place of arranged meeting, and must be agreed in advance.
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Accommodation: Any requirement for accommodation must be agreed with the Agency prior to occurrence, otherwise the Agency reserves the right not to reimburse the Contractor. Accommodation will be reimbursed by the Agency upon production of an authenticated VAT receipt. Accommodation costs must be kept to a minimum through the use of budget hotels (e.g. travel lodges), where available. Accommodation will be on a bed and breakfast basis and will be refunded up to a maximum of ÂŁ70 per night. Meals Lunch, will not be provided by the Agency or reimbursed to the Contractor. When residing in a hotel the cost of a reasonable breakfast (if not booked on a bed and breakfast basis) and/or evening meal taken in the hotel will be met. Costs including light meals and beverages will be reimbursed, up to a maximum of ÂŁ18 per day whether the meals are purchased at the hotel or out of the hotel. Reimbursement is subject to provision of supporting receipts. No other expenses will be reimbursed. The Contractor shall be responsible for making its own travel and accommodation arrangements.
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3.6
Pricing Schedule
1.
Please give details in the Schedule of Rates Table below of the daily rates proposed per level of fee earner. Please insert in the blank spaces in the Schedule of Rates Table details of applicable fee earners not listed.
2.
Please identify any ancillary costs which you propose to charge for e.g., printed materials, in Table 2 (excluding expenses).
3.
Provide details of support, advice, research and access to research tools, training and seminars that you would be prepared to provide free of charge to the Agency and its staff to assist in its activities.
4.
Demonstrate how the proposed rates offer value for money to the Agency. ( stating standard rate and discount offered to Agency).
5.
Please detail your proposals for when consultants are required, due to project constraints, to work more than an 8 hour working day. Please detail costings and how this would be managed.
6.
Please confirm that the rates provided shall be held firm for the full duration of the contract period. CONFIRM
YES/NO*
*Delete as appropriate
Table 1: Schedule of Rates Personnel (Insert title)
Function
Rate Per Day/Hour ÂŁ
Number of Days
Total
job (Brief description)
Grand Total Rates: ...........................................................................................................................................
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........................................................................................................................................... ........................................................................................................................................... ........................................................................................................................................... .........................................................................................................................................................................
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Table 2: Ancillary costs
Item Description
Lead Time (days/weeks)
Unit of Measure
Quantity
Unit Price £
Ancillary Costs GRAND TOTAL
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Total Price £
3.7
References
1.
Is your organisation an approved supplier under OGC catalyst framework?
Yes/No
2.
Is your organisation an approved supplier under any other OGC scheme or is it party to any OGC approved framework agreement?
Yes/No
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
1. 2. 3. 4.
Contact name and Telephone number
Date contract awarded
Contract reference and brief description of service undertaken
Names of subcontractors and/ or consortium members and their role
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
Names of subcontractors and/ or consortium members and their role
1. 2. 3.
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3.8 1
General Supplier Details Is your organisation:
2
Is your company a subsidiary of another company?
3
Name of holding or parent company
4
Name of ultimate parent company (if applicable)
5.
Has your organisation made any application for third party funding – including State Aid assistance – in relation to the services you are intending to provide? Is your organisation registered under the Data Protection Act 1998?
6. 7.
If yes, registration number:
8.
Please give address to which Payment/Remittances should be sent:
9.
Please also advise if your invoice address is different from the above:
i) a public limited company? ii) a limited company? iii) a sole trader? iv) a partnership?
Yes/No Yes/No Yes/No Yes/No
Yes/No
Yes/No
Yes/No
10. Please provide details if during the last 3 years, there have been any 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. 11. Details of any contracts which have been terminated during the last 3 years. 12. Are there any court actions and/ or significant employment tribunal hearings outstanding against your organisation? If yes, please provide details
Yes/No
13. Has your organisation been involved in any court action and/ or significant employment tribunal over the last 3 years? If yes, please provide details
Yes/No
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14. 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 held, please attach an outline of your quality assurance policy. 15. Please provide details of any project management methodologies, e.g. PRINCE2, enclosing any relevant documents
3.9
Financial Information
1)
A copy of the most recent audited accounts for your organisation must be provided that cover the last two years of trading or for the period that is available if trading for less than two years.
2)
A statement of the organisation’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 (1).
3)
Where (2) cannot be provided, a statement of the organisation’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position.
Note: Where a consortium or association is proposed, the information is requested for each member company. If your company is a subsidiary of another company, parent company and/or other guarantees of performance and financial standing may be required if considered appropriate. 3.10Conflict of Interest Where there is any indication that a conflict of interest exists or may arise, then it shall be the responsibility of the Tenderer to inform the Agency, detailing the conflict in writing as an attachment to this tender. 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 conflict of interest in regard to the execution of this contract
•
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
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particular tenderer is successful. Actual and potential conflicts of interest must be declared by a person involved in a tender process.
3.11
Terms and Conditions of Contract Y/N
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. 3.12
Form Completed by
Name Signature Company Position Telephone number Email address Date
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