INVITATION TO TENDER NORTHWEST DEVELOPMENT AGENCY
Mentor Accreditation NWDA00314 Return Date: 17 February 2010 at 12:00pm (Noon)
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3 February 2010
Dear Sirs INVITATION TO TENDER TITLE OF TENDER: MENTOR ACCREDITATION NWDA REF: NWDA00314 You are hereby invited by the Northwest Development Agency (“the Agency”) to submit a tender for the above services. Tender Timetable Publish Tender on NWDA website Tenderers’ clarification questions to be submitted by Tender return date (by 12:00pm) Tender evaluation Post tender clarifications issued to Bidders Post tender interviews/clarification meetings Notification of contract award Issue of contract Contract delivery start
04/01/10 10/02/10 17/02/10 18-23/02/10 24/02/10 01/03/10 03/03/10 w/c 08/03/10 Mid-March 2010
Documentation You are required to return three original hardcopy proposals, one electronic version on CD or DVD plus 2 copy of the response to the Invitation to Tender Document, clearly marked as such. Please note memory sticks are not accepted. Please ensure all documents on the CD or DVD have your organisation’s name in the title. Tenders must be returned using the enclosed return label and in accordance with the ‘Instructions and Information for Tenderers’ in particular point 6, to: TENDER BOARD Northwest Development Agency PO Box 37 Renaissance House Centre Park Warrington WA1 1XB
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While Tenderers are preparing their responses, questions will inevitably arise. It is requested that all queries be referred in writing to Jane Daniels (telephone 01925 402248, email: tender.board@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 Jane Daniels 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
Jane Daniels Procurement Manager
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BACKGROUND, INSTRUCTIONS & INFORMATION FOR TENDERERS 1.
Background Information
1.1.
The Northwest Regional Development Agency (NWDA) is one of nine regional development agencies established by the government to develop the English regions.
1.2.
The Agency leads the economic development and regeneration of England's Northwest, covering the 5 sub-regions of Merseyside, Greater Manchester, Lancashire, Cumbria and Cheshire and is responsible for: • • • •
Supporting business growth and encouraging investment Matching skills provision to employer needs Creating the conditions for economic growth Connecting the region through effective transport and communication infrastructure
• Promoting the region's outstanding quality of life
1.3.
With a budget of £1.5 billion between 2007 and 2010, the Agency is responsible for directly influencing £1.2 billion of other public and private sector investment into the region to support the delivery of the Regional Economic Strategy (RES).
1.4.
The RES sets out a clear and measurable vision for the region, outlines 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.
Submission Instructions
2.1.
Tenders must be submitted in accordance with these instructions and any further instructions contained in other documentation issued by the Agency.
2.2.
Alterations: The Tenderer may not alter this document. Any proposed alteration is to be given in a separate letter accompanying the tender.
2.3.
Non-compliant or incomplete tenders: Tenders may be rejected if any of the requested information is not supplied with the tender or if the submission fails to comply with the format and presentation guidance in Section 3.
2.4.
The address label attached must be used for the return of the tender. Envelopes/packages should be plain and must not show any reference to the Tenderer’s 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.
2.5.
The date and time for return of tenders is shown on the Invitation Letter and the address label. 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
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Agency does not undertake to consider tenders received after that time unless there is sufficient evidence to pre-suppose its due delivery. 2.6.
The Agency does not acknowledge receipt of tender documents and accepts no responsibility for loss or non-receipt of applications.
2.7.
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.
2.8.
All responses to this Invitation to Tender must be in English.
2.9.
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.
3.
Anti-Collusion Instructions
3.1.
Confidentiality of tenders: The Tenderer, whether an individual supplier or a member of a consortium bid, must not inform anyone else of their tendered price. The only exception is if the Tenderer is required to obtain an insurance quotation to calculate the tender price then the Tenderer may give details of their bid to the insurance company or brokers, if requested.
3.2.
The Tenderer must not try to obtain any information about any other party’s tender or proposed tender before the contract is awarded.
3.3.
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.
4.
VAT It is the view of the Agency and its VAT advisors that the provision of this service is ‘outside the scope’ of VAT and as such suppliers will not be able to include charges for VAT when invoicing the Agency for the delivery of this service. It is therefore recommended that Tenderers consider the treatment of any irrecoverable VAT that they may incur in delivering the service and make the necessary allowances in pricing when submitting their tender bids. Tenders are advised to seek their own independent professional advice on the treatment of VAT.
5.
Prices & Payment
5.1.
Prices shown must exclude VAT.
5.2.
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.
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Successful Tenderers who fail to provide this will experience non payment of their invoices. 6. Queries on the Invitation to Tender 6.1.
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.
6.2.
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.
6.3.
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.
6.4.
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 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.
7.
Freedom of Information Legislation
7.1.
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”).
7.2.
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
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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. 7.3.
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.
7.4.
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.
8. Dates of Contract The contract period is for two years and one month commencing March 2010 and terminating March 2012. The Agency reserves the right to extend the contract beyond the specified end date of March 2012, up to a maximum of 12 months. Tenderers should note that any such extension will be entirely at the Agency’s discretion and an extension is not guaranteed, nor should Tenderers submit delivery plans in their proposal that assume additional funding after March 2012. A copy of the Agency’s proposed terms and conditions are attached at Appendix D. 9.
Partnering and Sub-contracting The Agency will consider bids where sub-consultants are used or where some of the services required in this ITT are provided in consortium or shared service arrangements. Tenderers should provide information concerning any proposed sub consultant relationships or other 3rd party agreements, within their tender response questionnaire as appropriate. The framework for these arrangements should be provided, including details of roles and responsibilities. If appropriate the Tenderer should provide information on previous history of partnership and consortium working. Full details of the parties, their relevant skills and abilities should be provided. The Tenderer should also include reasons for their selection and involvement.
10.
Strategic Review of Performance Tenderers should note that there will be a formal review point after six months, i.e. September 2010. The review will be an opportunity to consider progress to date against objectives and targets and to consider whether the successful Tenderer (provider) has met specific targets agreed during the tender process and has the ongoing capability and capacity to meet the requirements of the ITT. It will also be an opportunity to consider whether targets have been exceeded and an opportunity (subject to inclusion in the Invitation to Tender) for both parties to raise new priorities.
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If as a result of the reviews the Agency has concerns that the Provider is unlikely to meet agreed targets, then it may require the Provider to comply with a written action plan drawn up by the Agency. 11.
Termination of Contract Tenderers should note that any costs associated with the above mentioned Action Plan will be borne by the Provider. If the Provider considers that it will be unable to comply with the Action Plan or the Agency considers that the Provider is unlikely to improve, then the Agency may require a variation to the contract (including value) or terminate the contract. Tenderers should further note that the strategic review is separate from the Agency’s regular monitoring arrangements.
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EVALUATION AND AWARD CRITERIA 12.
Process
12.1.
The tender process will be conducted to ensure that tenders are evaluated fairly to ascertain the most economically advantageous tender. Account will be taken of any factors which impact on the Tenderer’s suitability that emerge from the tendering process.
12.2.
The award criteria are in compliance with the Public Services Contracts Regulations 2006 No. 3228, Regulation 21. Tenderers must provide information which demonstrates and supports their understanding of and ability to meet the specification contained within this document. Company policies etc may also be submitted where these are considered essential and pertinent to the bid.
12.3.
Tenderers who submit a Tender with arithmetical errors leading to a revised Tender sum when the errors are corrected will be given the opportunity to accept the revised Tender sum or withdraw the Tender.
12.4.
A Tender containing major arithmetical errors or a large number of arithmetical errors may be rejected on the ground that there is serious doubt about the competence of the Tenderer.
12.5.
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.
12.6.
The Agency may 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.
12.7.
Tenderers may be required to make presentations on elements of their submission to a wide range of the Agency’s employees, advisors or third parties connected to the Agency and any such presentations will form part of the evaluation process.
12.8.
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.
12.9.
Evaluation of the tenders will be divided into two parts, with each part having an overall weighting reflecting the relative importance of each element to the Agency. The sub-total of marks awarded for each part will be added together to produce a final score for each Tenderer.
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13.
Scoring Matrix
13.1.
Each question within the Invitation to Tender will be marked as follows: • Pass/Fail – is a critical delivery requirement that will determine if a tender is to remain in the evaluation process. Failure to provide the required information will result in tenders being eliminated from the process. • FI – is as being For Information only Score -2 0 2 6 10
Scoring Principles Tenderers failing to submit/provide required documentation and/or failing to respond to any individual evaluation question will be awarded a minus two score and will be automatically eliminated from the tender process The response is unacceptable and/or, or there is a failure to properly address the issues Reservations – The response has some omissions or there are reservations Good – The standard of evidence fully meets the minimum specified requirements Excellent - The standard of evidence exceeds the minimum specified requirements and offers improved Value for Money
13.2
The Agency reserves the right to take into account any other relevant considerations that, in its absolute discretion, it may deem are appropriate.
14.
Evaluation
14.1
Part One – Technical Capability, Suitability and Quality (weighting 50%) Responses will be assessed against the evaluation criteria detailed in Table One below. Table One TENDER EVALUATION Question A1. Form of tender declaration A2. Instruction to Tender A3. Terms and Conditions declaration
Weighting
Mark Pass/Fail FI Pass/Fail
B1. Organisation Identity
FI
B2. Organisation Information
FI
B3. Prime Contractor
FI
B4. Public Contracts Regulations
Pass/Fail
B5. Financial & Economic Capacity
Pass/Fail
B6. Insurances
Pass/Fail
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B7. Quality Assurance
2%
Score
C. Technical Capability C1. Approved ILM Delivery Provider
Pass/Fail
C2. Experience
10%
Score
C3. Course Specification and Assessment
8%
Score
C4. Flexible Delivery Methods & Locations
15%
Score
C5. Relationship Management
15%
Score
C6. Delivery Start Date
Pass/Fail
C7. Delivery Venues
Pass/Fail
Statement Relating to Good Standing (Appendix C)
Pass/Fail
Pricing Schedule
50%
Score
• Questions A1, A3, B4 to B6, C1, C6, C7 and the Statement Relating to Good Standing (Appendix C) are Pass/Fail – Tenderers awarded a Fail mark for any of these questions will be eliminated from the tender process • Questions B7 & C2 to C5 will each be scored - Tenderers must achieve a minimum score of two (2) marks or above for each individual question to remain in the tender process - failure to achieve a minimum score of two (2) marks or above for an individual question will result in tenders being eliminated from the process • Questions A2, B1, B2, B3 are For Information Only 14.2
Part Two – Price (weighting 50%) • Tendered prices will be evaluated against a pre-determined total benchmark price. The Agency expects Tenderers to submit competitive prices and as such will not provide Tenderers with details of the predetermined benchmark price • Tendered prices will be scored using the scoring matrix detailed in para.13.1 above. Tendered prices within a (+ or -) 5% tolerance range of the benchmark price will be awarded maximum points, with tendered prices outside the tolerance range being awarded reduced points depending on the level of variation to the benchmark price
14.3
Contract Award On completion of part two evaluation, tenders will be ranked per the combination of the part one and part two weighted scores (i.e. Technical Capability, Suitability & Quality 50% and Price 50%), with the contract being awarded on a best ranked overall score basis.
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INVITATION TO TENDER – SPECIFICATION AND SCOPE 15.
Background on the Agency’s one-to-one Volunteer Mentoring Programme
15.1.
The Agency’s Mentoring programme is part of a wider Regional Leadership & Management programme launched in 2009. The aim of the Mentoring programme is to establish an exemplary mentoring programme that will deliver high quality mentoring to Northwest businesses. This, in conjunction with other projects in the Regional Leadership & Management Programme, will develop world-class leadership and management skills in the Northwest and in turn improve the survival and growth rates of local businesses and help raise their productivity.
15.2.
A key element of the Mentoring programme is one-to-one Volunteer Mentoring, where each individual client is matched with a single mentor to pursue a developmental relationship over a period of up to 12 months. This mode of mentoring is aimed at supporting senior managers and leaders from businesses with a turnover of up to £2million per annum.
15.3.
Delivery of the one-to-one Volunteer Mentoring programme is achieved through a network of delivery providers, each of whom is responsible for recruiting quality mentors and suitable clients onto the programme. In addition, each delivery provider has an experienced Mentoring Coordinator who is responsible for managing the recruitment of clients and volunteer mentors; the induction, training and development of the volunteer mentors; ensuring the effective matching of mentors with clients; supporting the mentoring relationship once it has been established; and ensuring that the quality and consistency of delivery is maintained throughout the programme.
15.4.
The one-to-one Volunteer Mentoring programme is seeking accreditation to the standards established by the International Standards for Mentoring Programmes in Employment (ISMPE) and it is an objective of the programme to obtain the level of Gold Standard for accreditation.
15.5.
The one-to-one Volunteer Mentoring programme is adhering to clear guidelines on both the behaviour of and the responsibilities of all the stakeholders involved. Mentoring Coordinators and Mentors are abiding by the European Mentoring and Coaching Council’s Code of Ethics for coaching and mentoring relationships.
15.6.
The one-to-one Volunteer Mentoring provider network currently contains the following eight delivery organisations and their respective delivery sub-partners (each organisation’s business locations are detailed in brackets): • Business Venture Group (Leyland) o South Cheshire Chamber of Commerce (Crewe) o Bolton Business Venture (Bolton) • Community & Business Partners (Blackburn) • Cumbria Regional Enterprise Agency (Kendal)
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• Designated Associates (Birkenhead) • Duxbury Projects (Skelmersdale) • Enterprise 4 All (Blackburn) • G&M Associates (Liverpool) o Business in the Arts NW (Liverpool) o ACME (Liverpool) • The Urquhart Partnership (Manchester) 15.7
For further information on the Agency’s one-to-one Volunteer Mentoring programme please visit: www.businesslinknw.co.uk/mentoring.
16.
General Overview
16.1.
In support of its one-to-one Volunteer Mentoring programme the Agency has decided to contract with a single approved Institute of Leadership Management (ILM) delivery provider to manage and deliver a training and accreditation course for the Mentoring Coordinators and volunteer Mentors working on the programme.
16.2.
Given that the Mentoring Coordinators and volunteer Mentors working on the Agency’s one-to-one Volunteer Mentoring programme are either established business leaders with a minimum of three years experience at Managing Director or senior level; or someone with similar experience who has just retired or been made redundant; or a development professional (i.e. business coach or mentor, training/management consultant) working as a mentor, it is felt that the ILM Level 7 Certificate in Coaching and Mentoring is the most appropriate level of qualification for them to seek accreditation in.
17.
Approved ILM 7 Providers Tenderers wishing to submit a bid for the services outlined within this ITT must already be an approved ILM delivery provider and must be authorised to deliver the ILM Level 7 Certificate in Coaching and Mentoring. The Agency reserves the right to check that Tenderers are registered with the ILM as an approved delivery provider and are authorised to deliver the Level 7 Certificate in Coaching and Mentoring.
18.
Course Specification and Assessment
18.1.
It is expected that the course will be delivered in line with the ILM’s prescribed specification for the Level 7 Certificate in Coaching and Mentoring, encompassing the following key elements. • The role of the leadership mentor or executive coach in developing leadership performance, including understanding leadership mentoring and executive coaching and supporting the growth of leadership capability
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• Reviewing delegates own ability to perform effectively as a leadership mentor or executive coach, including their commitment to leadership mentoring and executive coaching; developing their questioning and listening skills for coaching or mentoring; the ethics, values and belief systems in action • Undertaking leadership mentoring or executive coaching, including personal development planning, delivering feedback on progress and attainment; planning practical coaching; and evaluating outcomes for further self-improvement 18.2.
Indicatively, the course should be delivered through blended learning during a series of between 6 and 9 one day development and skills workshops (minimum 45 hours), including: • Induction & Overview - Setting the scene; reflective practice; what is coaching and mentoring • Becoming an executive coach or leadership mentor - Self assessment; PDP; feedback; good practice and professional guidelines • Focus on mentoring - Purpose and role of leadership and general mentoring; core skills • Leadership development through coaching and mentoring - Leadership theories and models; business case for coaching and mentoring • Practice Day - Using and experimenting with coaching models; power relationships • Reflecting on coaching and mentoring practice - Professional practice; action planning
18.3.
The workshops should be supported with: • Open learning packs to support learning in leadership and coaching and mentoring theory • Personal research • Peer coaching and mentoring practice • Individual tutorial and professional supervision sessions
18.4.
As part of the course delegates should undergo the ILM’s two assessment stages, namely: • Work Based Assignment (WBA) – in which a delegate will produce a written piece of work discussing the context of the coaching they will carry out; outlining their views of and approaches to coaching; reviewing the characteristics of and necessary arrangement for effective coaching, etc. • Coaching Diary – in which a delegate will record and analyse the actual coaching work done. This must show a minimum number of 12 hours mentoring/coaching work and should demonstrate the use of appropriate
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knowledge skills and techniques in the work undertaken. The Coaching diary should also contain an overall summation/evaluation of the experience and should discuss what the delegate has gleaned from that experience about themselves and where things may be further improved 18.5.
Tenderers will be required to provide all the relevant documentation and written guidance for the two assessment stages, along with appropriate advice and support to assist the delegate in successfully completing the assessments.
18.6.
Following successful completion of the course, Tenderers will be responsible for ensuring that all relevant ILM certifications and accreditations are issued to course delegates.
19.
Delivery Numbers and Timescales
19.1.
It is currently anticipated that the following delegate numbers will participate in the course during the next two years. • 2009/10 – 20 delegates (2 x cohorts of 10) • 2010/11 – 20 delegates (2 x cohorts of 10) • 2011/12 – 10 delegates (1 x cohort of 10)
19.2.
Due to the Agency’s funding requirements it is essential that the first two cohorts (i.e. 2 x 10 delegates) commence delivery in March 2010, with the next two cohorts commencing in September/October 2010 and the final cohort commencing in April 2011.
20.
Course Duration It is expected that the course will be delivered over a six month period to provide delegates with sufficient time to practice their coaching and mentoring techniques.
21.
ILM Registration Tenderers will be responsible for facilitating the administration of delegate registrations with the ILM.
22.
Delivery Methods & Locations Given the geographical spread (see Para 15.6 above) of the Agency’s one-to-one Volunteer Mentoring providers and that of the potential course delegates, it will be necessary for the chosen Provider to deliver the course in a flexible and innovative way to ensure the full and effective involvement of all delegates. It is anticipated that this will include but not be limited to: • The rotation of delivery venues between the sub-regional areas that the course delegates are based in • Distance learning methods and the use of e-learning technologies
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• The distribution of cohort places based on the sub-regional split of course delegates, e.g. Cohort One northern based participants, Cohort Two southern based delegates 23.
Delivery Venues Tenderers will be responsible for sourcing and booking high quality course delivery venues. Course delivery sessions should be held in suitable venues that can comfortably accommodate cohorts of 10 delegates and should have access to the necessary training equipment, such as flip charts, presentation screens, refreshments and lunches.
24.
Management of Delegate Relationships
24.1.
Although the contract to deliver the service outlined within this ITT will be with the Agency, it is not envisaged that the Agency will play a direct role in organising and administering the course.
24.2.
Tenderers will be responsible for directly managing the relationship with the course delegates via each of their respective employer organisations and as such Tenderers will be responsible for: • The formation of Cohorts • All delegate correspondence • Delegate registration with the ILM • The scheduling and organisation of delivery sessions including venues, equipment, refreshments etc. • The printing and distribution of all course materials, guidance notes etc.
24.3.
Following contract appointment, the Agency will issue the chosen delivery Provider with relevant information regarding the one-to-one Volunteer Mentoring providers (i.e. contact details etc.), together with the apportionment of available Mentoring Coordinator and volunteer Mentor delegate places on each cohort.
25.
Contract Management and Payment Terms
25.1.
The Agency will however be responsible for the payment of invoices to the selected Provider and as such will require the Provider to produce regular management information reports regarding delegate participation and attendance, course progress and assessment etc. in support of their submitted invoices.
25.2.
Payments to Providers by the Agency will be made at two defined milestones within the delivery cycle of each cohort, namely: • An initial payment of 60% of the contracted price for a cohort (10 delegates) to be paid following commencement of course delivery • The balance (i.e. 40% of the contracted price for a cohort) to be paid on evidenced completion of the course by each delegate
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25.3.
Prices will be fixed until the end of the contract period in March 2012.
25.4.
Following that period, any requests for price changes must be accompanied by a written summary and supported by evidence to justify the proposed price change. Evidence must include specific reference to cost breakdowns showing separately any increases or decreases in materials, labour and overhead costs and shall be agreed no later than three months prior to the effective date. Please note however any agreed prices changes shall not exceed the current Inflation Rate.
25.5.
If the Agency and successful Tenderers fail to agree any proposed revised prices before the three month period prior to the effective date of the price review the Agency shall continue to utilise the prices previously agreed until such agreement is reached.
25.6.
Payments will only be made against submitted invoices with the required supporting evidence.
25.7.
The Agency will make all payments within thirty days and the preferred payment method is by BACS transfer.
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INSTRUCTIONS FOR COMPLETION 26.
Structure of Proposal
26.1
The proposal should be structured as follows: • Introduction/covering letter • Completed Form of Tender A1 to A3 of the Tender Response Questionnaire (as at Appendix A) • Response to Questions B1 to C7 of the Tender Response Questionnaire (as at Appendix A) • Pricing Schedule (as at Appendix B) – All Prices quoted should exclude VAT, as it is the view of the Agency and its advisors that the provision of this service is ‘outside the scope’ of VAT and therefore, not subject to VAT charges. It is therefore recommended that Tenderers consider the treatment of any irrecoverable VAT that they may incur in delivering the service and make the necessary allowances in pricing when submitting their tender bids • Completed Statement Relating to Good Standing (as at Appendix C)
27.
Format & Presentation of Proposal
27.1
Tenderers must ensure that their Tender response is submitted in the format described in this document. Tenderers must follow the numbering system provided. All submissions must be bound appropriately and any appendices must be clearly indexed or labelled.
28.
Response
28.1
Please reply to each point, stating ‘Noted’ or ‘Agreed’, as appropriate, where no specific response is required.
28.2
Where responses are not offered or further information (e.g. an attachment) is missing, an evaluation rating of zero may be recorded.
28.3
All tenders must be complete and should offer the most economically advantageous bid available to the Agency.
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