Windows Cleaning tender PQQ (3)
Windows Cleaning tender PQQ (3)
Windows Cleaning tender PQQ (3)
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University of Stirling<br />
Pre-Qualification Questionnaire<br />
Invitation to <strong>tender</strong>: Measured Term Contract for<br />
Window <strong>Cleaning</strong> Services<br />
Reference: PM000033<br />
University of Stirling<br />
PLEASE DO NOT SUBMIT AN APPLICATION IF YOU DON’T FULLY COMPLY<br />
WITH ALL THE REQUIREMENTS BELOW.<br />
CONDITIONS FOR PARTICIPATION – MINIMUM STANDARDS:<br />
1. The company MUST have proven experience in working in an<br />
operational public building opened 365 days a year. Operational public<br />
building means a building where works have to be provided while<br />
members of the general public have free access to areas that are<br />
located very close to the works area.<br />
Please note: Primary schools or high schools are not considered public<br />
building opened 365 days a year.<br />
2. The Company must provide documented evidence of training and use<br />
of long reach poles up to 60FT.<br />
IMPORTANT NOTE: Companies with domestic building experience only will not be<br />
considered.<br />
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Page i
University of Stirling<br />
TABLE OF CONTENTS<br />
Introduction…………………………………………………………………………………….1<br />
PART A - GENERAL INFORMATION………………………………………………………5<br />
PART B - FINANCIAL STATUS………………………………………………………………7<br />
PART C - CRIMINAL CONVICTIONS………………………………………………………..9<br />
PART D - BUSINESS PROBITY…………………………………………………………….11<br />
PART E - OPERATION AND QUALITY…………………..……………………………….13<br />
PART F - OTHER STANDARDS AND POLICIES………………………………………..16<br />
Appendix 1……………………………………………………………………………………18<br />
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University of Stirling<br />
1. INTRODUCTION<br />
1.1 Background<br />
The University of Stirling is currently re-<strong>tender</strong>ing the Measured Term Contract for <strong>Windows</strong> <strong>Cleaning</strong><br />
Services<br />
1.2 Requirement<br />
The provision of labour, plant and materials as required for the undertaking of the above services,<br />
throughout all properties owned, leased or rented by the employer, on or off the University Campus.<br />
1.3 Procurement Process<br />
This procurement is being undertaken in line with the Restricted Procedure as defined in Directive<br />
2004/18/EC of the European Parliament and of the Council.<br />
1.4 Freedom of Information<br />
Applicants should be aware that the University of Stirling is as a Scottish Public Authority bound by<br />
the provisions of the Freedom of Information (Scotland) Act 2002 ("FOISA") and the Environmental<br />
Information (Scotland) Regulations 2004 ("EIRs"). All information provided to the University as part of<br />
this <strong>tender</strong>ing process may be requested under FOISA or the EIRs and may be subject to disclosure<br />
to the public under that legislation and/or pro-active publication by the University.<br />
If you consider that the University should not disclose any of the information provided by you in the<br />
context of this <strong>tender</strong>ing process, please identify it clearly in Appendix 1 and explain, by specific<br />
reference to the exemptions in FOISA or the exceptions in the EIRs, why the information should not<br />
be disclosed. Some examples of reasons for non-disclosure in FOISA and the EIRs include<br />
information which is a trade secret; information which is likely to substantially prejudice someone’s<br />
commercial interests if disclosed, for example, the applicant’s interests, the University's interests or a<br />
third party’s interests; personal data where disclosure would be in breach of the Data Protection Act<br />
1998; or information which is subject to a legal duty of confidentiality. Please also indicate the time<br />
period in respect of which a request for non-disclosure should apply.<br />
Applicants should note that, even where they have indicated that they would prefer that certain<br />
information not be disclosed, the University reserves the right to disagree with this categorisation.<br />
Applicants should also be aware that, even where the University agrees that the information has been<br />
correctly categorised by reference to exemptions/exceptions, the University may nonetheless be<br />
required to disclose it in the public interest. Receipt by the University of any information marked<br />
‘confidential’ does not mean that the University will automatically accept any duty of confidence by<br />
virtue of such marking. It is ultimately the decision of the University, or in certain cases the Scottish<br />
Information Commissioner or the courts, as to what is disclosed under FOISA and the EIRs.<br />
In all cases, the University reserves its right to publish or disclose in response to an information<br />
request the following information:<br />
• identity of successful and unsuccessful Tenderers<br />
• monetary value of the Contract awarded<br />
• performance standards to be required under the Contract<br />
• monitoring and performance arrangements<br />
• incentives and penalties<br />
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University of Stirling<br />
Applicants should avoid identifying any information for non-disclosure that falls into any of the above<br />
categories.<br />
1.5 Purpose of Questionnaire<br />
The objective of this Pre-Qualification Questionnaire is to assist the University to identify up to 8 (but<br />
not limited to) suitably qualified suppliers for Window <strong>Cleaning</strong> Services that have a proven track<br />
record in the delivery of projects of similar size and scope to that being proposed by the University.<br />
1.6 Completion of <strong>PQQ</strong><br />
Suppliers shall answer all questions and provide information as requested.<br />
If a particular question is not relevant, Suppliers shall enter the words ‘Not Applicable’.<br />
Suppliers are requested that any additional supporting material is clearly referenced to the particular<br />
<strong>PQQ</strong> question and is provided in Appendices on the basis that it is relevant and that it supports the<br />
application for this specific project.<br />
It would be helpful if supplier responses are in a blue font.<br />
1.7 Submission of <strong>PQQ</strong><br />
1. The Pre-Qualification Questionnaire must be submitted by uploading your document<br />
as electronic attachments in the same application on the Procurement Contract<br />
Scotland website by 12:00 on 21/02/2011. Do NOT submit your <strong>PQQ</strong> by post as<br />
it will not be accepted.<br />
1.8 Technical Queries<br />
All general and technical queries arising from this document should be emailed through the PCS<br />
portal.<br />
1.9 Evaluation of Applications<br />
The Pre-Qualification Questionnaire (<strong>PQQ</strong>) is split into 6 distinct parts:<br />
Part A: Questions relate to general information, for information only<br />
Part B: Questions relate to your financial status, 5% of weighted score<br />
Part C: Questions relate to criminal convictions (compliant/non-compliant)<br />
Part D: Questions relate to business probity (compliant/non-compliant)<br />
Part E: Questions relate to operation and quality issues, 75% of weighted score, which breaks down<br />
as follows-<br />
Staffing resource & approach 30%<br />
Relevant experience 40%<br />
Accreditations 5%<br />
Part F: Questions relate to other standards and policies including Health and Safety and Risk<br />
Assessment, 20% of weighted score<br />
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2. PART A - GENERAL INFORMATION<br />
2.1 Company Name and Address<br />
• Name of the company:<br />
• Adress of the company:<br />
2.2 Contact Name<br />
Who is responsible for this application?<br />
• Name:<br />
• Position:<br />
• Email address:<br />
• Phone Number:<br />
2.3 Company Status<br />
What is the company status (Limited Company, plc etc.)?<br />
2.4 Company Registration Number<br />
What is the Company Registration Number?<br />
2.5 Registered Address<br />
What is the company’s registered address?<br />
2.6 Employees<br />
How many employees, (broken down by the following areas), does the company have?<br />
• Account Management<br />
• Contract Management<br />
• Billing Management<br />
• Project Management<br />
• Marketing<br />
• Customer Support (off-site)<br />
• Customer Support (on-site)<br />
• Professional/Technical (off-site)<br />
• Professional/Technical (on-site)<br />
• Others (Please state)<br />
Total:<br />
2.7 Trading Start Date<br />
When did the company start trading?<br />
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2.8 Changes in Ownership or Name<br />
In the last 12 months has there been, or are there any plans for, a major change in company<br />
ownership and/or name?<br />
2.9 Company Type<br />
If your company is a member of a group of companies, a Consortium or Joint Venture please give<br />
details of the ultimate holding or parent company, all other subsidiaries or participants in the<br />
consortium or joint venture.<br />
Would the group or ultimate holding company be prepared to guarantee your contract performance as<br />
its subsidiary?<br />
2.10 Company Directors<br />
Please list the full names and designations of all Directors, Partners, Associates & Company<br />
Secretary or equivalent designations.<br />
2.11 Previous Companies<br />
Have any of the named individuals listed in Section 2.10 ever been involved in any firm, which has<br />
been liquidated or gone into receivership? (If ‘yes’, please give details).<br />
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3. PART B - FINANCIAL STATUS<br />
3.1 Audited Accounts<br />
Please provide one copy of your organisation’s audited accounts (or equivalent) and the accounts of<br />
your group (if applicable) for the last three financial years together with details of any significant<br />
changes since the last year end. The accounts should be in English and in UK Sterling. If the original<br />
documents are not in English, please provide copies of the originals and a certified translation into<br />
English. If the sums in the accounts are not expressed in UK Sterling then copies of the original<br />
accounts shall be provided together with a UK Sterling rate equivalent copy utilising the pound buys<br />
exchange rate applicable on 13 November 2009 which equivalent copy accounts shall be certified by<br />
the auditors. The original accounts should have been signed and dated by Directors and auditors or<br />
marked as draft. If being submitted electronically, it would be preferable if the documents were<br />
scanned. If you cannot provide these documents, please give a full explanation.<br />
Please provide the following extracts from your organisation’s audited accounts (copies of published<br />
accounts are not an acceptable alternative to the completion of the table):<br />
Year 2008 Year 2009 Year 2010<br />
Gross Turnover<br />
Pre-tax Profit<br />
Current Liabilities<br />
Current Assets<br />
3.2 Bankers<br />
Who are the company’s bankers and what is their address?<br />
Please provide a suitable contact name and telephone number.<br />
3.3 Insurances<br />
Please provide details of the following insurances (overleaf):<br />
Please ensure you provide the name of insurer, the policy number, the renewal date, the limit of<br />
indemnity and the excess.<br />
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a) Professional indemnity insurance Professional Indemnity<br />
Insurer:<br />
Policy Number:<br />
Extent of Cover:<br />
Dates of Cover:<br />
Excess:<br />
b) Employer’s liability insurance. Employer’s Liability<br />
Insurer:<br />
Policy Number:<br />
Extent of Cover:<br />
Dates of Cover:<br />
Excess:<br />
c) Public liability insurance. Public Liability<br />
Insurer:<br />
Policy Number:<br />
Extent of Cover:<br />
Dates of Cover:<br />
Excess:<br />
d) Product liability insurance Product Liability<br />
Insurer:<br />
Policy Number:<br />
Extent of Cover:<br />
Dates of Cover:<br />
Excess:<br />
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4. PART C – CONVICTION OF CRIMINAL OFFENCES<br />
4.1 Have any of the directors, partners or any other person who has powers of<br />
representation, decision or control of the organisation ever been convicted of any of the<br />
following offences? If you answer yes to any of these questions please give details.<br />
Please note that by virtue of the Rehabilitation of Offenders Act 1974 (Exclusions and<br />
Exceptions) (Scotland) Amendment Order 2007 information in relation to spent<br />
convictions is also required to be disclosed.<br />
4.2 The common law offence of<br />
conspiracy where the conspiracy<br />
relates to participation in a criminal<br />
organisation;<br />
4.3 Corruption within the meaning of<br />
section 1 of the Public Bodies<br />
Corrupt Practices Act 1889 or<br />
section 1 of the Prevention of<br />
Corruption Act 1906;<br />
4.4 Bribery or corruption within the<br />
meaning of section 68 and 69 of the<br />
Criminal Justice (Scotland) Act<br />
2003;<br />
4.5 The common law offence of<br />
incitement to commit a crime;<br />
4.6 Fraud, where the offence relates to<br />
fraud affecting the financial<br />
interests of the European<br />
Communities as defined by Article 1<br />
of the Convention relating to the<br />
protection of the financial interests<br />
of the European Union, within the<br />
meaning of:<br />
(i) the offence of cheating the<br />
Revenue;<br />
(ii) the common law offence of<br />
fraud;<br />
(iii) the common law offence of<br />
theft or fraud;<br />
(iv) fraudulent trading within the<br />
meaning of section 458 of<br />
the Companies Act 1985;<br />
(v) defrauding the Customs<br />
within the meaning of the<br />
Customs and Excise<br />
Management Act 1979 and<br />
the Value Added Tax Act<br />
1994;<br />
(vi) an offence in connection<br />
with taxation in the<br />
European Community<br />
within the meaning of<br />
section 71 of the Criminal<br />
Justice Act 1993; or<br />
(vii) the common law offence of<br />
uttering;<br />
(viii) the criminal offences at<br />
common law of attempting<br />
YES<br />
NO<br />
YES<br />
NO<br />
YES<br />
NO<br />
YES<br />
NO<br />
YES<br />
NO<br />
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to pervert the course of<br />
justice;<br />
4.7 Money laundering within the<br />
meaning of the Money Laundering<br />
Regulations 2007;<br />
4.8 Any other offence within the<br />
meaning of Article 45(1) of EC<br />
Directive 2004/18 as defined by the<br />
national law of any relevant state.<br />
YES<br />
NO<br />
YES<br />
NO<br />
Note: Failure to disclose information relevant to this section may result in your<br />
exclusion from this competition or the termination of any contract that may be<br />
awarded to you.<br />
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PART D - BUSINESS PROBITY<br />
Please answer yes or no to the following questions: If you answer yes to any of these<br />
questions please give details.<br />
5.1 Is the organisation bankrupt or<br />
being wound up, having its affairs<br />
administered by the court, or have<br />
you entered into an arrangement<br />
with creditors, suspended business<br />
activities or any analogous situation<br />
arising from similar proceedings<br />
under national laws or regulations?<br />
5.2 Is the organisation the subject of<br />
proceedings for a declaration of<br />
bankruptcy, for compulsory<br />
winding-up or administration by the<br />
court or for an arrangement with<br />
creditors or of any other similar<br />
proceedings under national laws or<br />
regulations?<br />
5.3 Has the organisation been<br />
convicted of an offence concerning<br />
its professional conduct by a<br />
judgement which has the force of<br />
res judicata? 1<br />
YES<br />
NO<br />
YES<br />
NO<br />
YES<br />
NO<br />
1 A matter already settled in court<br />
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5.4 Has any director or partner been<br />
found guilty of grave professional<br />
misconduct?<br />
5.5 Has the organisation failed to fulfil<br />
obligations relating to the payment<br />
of social security contributions in<br />
accordance with the legal<br />
provisions of the United Kingdom or<br />
the country in which it is<br />
established?<br />
5.6 Has the organisation failed to fulfil<br />
obligations relating to the payment<br />
of taxes in accordance with the<br />
legal provisions of the United<br />
Kingdom or the country in which it<br />
is established?<br />
YES<br />
NO<br />
YES<br />
NO<br />
YES<br />
NO<br />
Note: Failure to disclose information relevant to this section or serious<br />
misrepresentation in relation to the information disclosed may result in your<br />
exclusion from this competition or the termination of any contract that may be<br />
awarded to you.<br />
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5. PART E - OPERATION AND QUALITY<br />
5.1 Business Activities<br />
5.1.1 What are the company’s principal business activities?<br />
5.1.2 For how long has the company undertaken these activities?<br />
5.2 Experience<br />
5.2.1 Please provide a summary of the company's experience of supplying window cleaning<br />
services to organisations using operational public building as described above including<br />
documented evidence of training and use of long reach poles up to 60FT.<br />
Please note: As mentioned above the use of 60ft reach poles is a mandatory condition and any<br />
<strong>PQQ</strong> provided without this documented experience will not be evaluated at all.<br />
5.2.2 Please provide a list of five organisations using operational public building as described above<br />
that have awarded the company a window cleaning contract similar in size and value.<br />
For each of these Organisations you must provide the following information:<br />
• Organisation name:<br />
• Contract description:<br />
• Location:<br />
• Contract value:<br />
• Contract start and end date:<br />
5.3 Accreditations<br />
5.3.1 What accreditations/Trade Membership does your company have that are related to the<br />
service mentioned above? How long have these accreditations been held? Please do not write<br />
below individuals’ accreditations but only the companies’ accreditations.<br />
Accreditation<br />
Length of time Accreditation held<br />
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5.3.2 Name any business partners you have who may be involved in fulfilling obligations arising<br />
from this <strong>tender</strong>. Indicate what relevant product or service they supply. Explain legal/commercial basis<br />
of the partnership:<br />
Partner Product/Services Provided Basis of Partnership<br />
5.4 Staffing Resource<br />
5.4.1 Please provide details of the members of staff you would allocate to this window cleaning<br />
contract with the University.<br />
For each of these members of staff you must provide the following information:<br />
• Name:<br />
• Position:<br />
• Accreditations:<br />
• Years of experience:<br />
• Role during the contract:<br />
5.4.2 Please provide an organisational chart in pdf format to illustrate the operating structure of the<br />
company.<br />
5.4.3 Please explain how your company would appoint staff for this contract and explain your<br />
recruitment policy.<br />
5.5 Approach<br />
5.5.1 Please provide a summary of the approach to project management for this window cleaning<br />
contract including the staff management system you would implement to supervise your team.<br />
5.5.2 Please provide a summary of the approach to Customer Account management for this<br />
contract. (Max 300 words)<br />
5.5.3 Please provide a summary of the approach to ongoing support.<br />
This information must include full details of the following:<br />
• Company's support infrastructure inc helpdesk facility<br />
• Location of spares holdings, stock etc...,<br />
• Number of staff members on call and their locations.<br />
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5.6 Knowledge Base<br />
5.6.1 Please provide a summary of how the company ensures it’s staff remains up to date with<br />
developments on the product(s)/ technical knowledge relevant to this requirement.<br />
5.7 Quality Assurance<br />
5.7.1 Are your quality management systems certified to ISO9001 or equivalent? YES/NO<br />
If YES, please state certifying body and certificate number and attached copy of certificate<br />
5.7.2 If ISO 9001 quality management systems ARE NOT in place in your organisation, are other<br />
quality assurance systems/processes in place? YES/NO<br />
If yes, please provide details of those applicable.<br />
5.8 Contract Performance<br />
In the last 3 years, has the company experienced any of the following?<br />
5.8.1 Paid liquidated/ascertained damages for failure to perform a contract? YES/NO<br />
5.8.2 Had a contract, commission or employment terminated under the terms of a contract?<br />
YES/NO<br />
5.8.3 Withdrawn from a contract before mutually agreed completion? YES/NO<br />
5.8.4 Been successfully sued for breach of contract? YES/NO<br />
If the answer to any of the questions above is YES, please provide details.<br />
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6. PART F - OTHER STANDARDS AND POLICIES<br />
6.1 Diversity and Equality<br />
In order that we may make an assessment of your current Diversity & Equality status, please provide<br />
answers to the following questions. Please ensure that any supporting documentation is clearly<br />
marked with the name of the respondent and the number of the question to which the response<br />
refers.<br />
6.1.1 Is it your policy as an employer to comply with your statutory obligations under the Equal Pay<br />
Act and also under relevant equality legislation not to discriminate on grounds of Disability, Sex,<br />
Sexual Orientation, Age, Religion or Belief, Colour, Nationality or Race under relevant UK or Scottish<br />
legislation or equivalent legislation which applies in the countries in which your company employs<br />
staff? YES/NO<br />
6.1.2 In the last 3 years has any finding of unlawful discrimination in any field been made against<br />
your organisation by the Employment Tribunal, The Employment Appeal Tribunal or any court or in<br />
comparable proceedings in any other jurisdictions or has your organisation been the subject of formal<br />
investigation (which had a negative finding) by relevant authorities (such as the Commission for<br />
Racial Equality) on the grounds of alleged unlawful discrimination? YES/NO<br />
If the answer is Yes, please advise what the unlawful finding(s) was/were and what corrective actions<br />
have been taken by your Company as a result.<br />
6.1.3 In the last three years has any contract with your organisation been terminated on grounds of<br />
your failure to comply with either or both of following?:<br />
i) Legislation prohibiting discrimination or<br />
ii) Contract conditions relating to equal opportunities in the provision of goods, facilities or services?<br />
YES/NO<br />
If Yes, provide details of each occasion and state the corrective action you have taken.<br />
6.2 Health & Safety<br />
6.2.1 Policy<br />
Does the company have a Health & Safety policy in place in all relevant locations in the supply chain<br />
and is appropriate training provided? YES/NO<br />
If yes, please provide documentary evidence in the response.<br />
6.2.2 Risk Assessment<br />
Are written risk assessments and method statements in place in areas of significant risk? YES/NO<br />
If yes, please provide documented evidence.<br />
6.2.3 Track Record<br />
In the last three years, has any action been taken against your company in respect of Health &<br />
Safety? YES/NO<br />
If yes, please provide summary details.<br />
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6.3 Environmental<br />
6.3.1 Policy<br />
Does the company have an Environmental Policy? YES/NO<br />
If yes, please provide documentary evidence in the response.<br />
6.3.2 Standards<br />
Does the company operate to any environmental management standard (e.g. ISO14001 or<br />
equivalent)? YES/NO<br />
If yes, attach copy of certificate.<br />
6.3.3 Track Record<br />
In the last three years, has any action been taken against the company in respect of Environmental<br />
issues?<br />
6.4 Waste Electrical and Electronic Equipment Regulations 2006 (Answer only if<br />
applicable to contract)<br />
6.4.1 Has the company implemented WEEE Regulations? YES/NO<br />
If No, please explain how and when WEEE Regulations will be implemented.<br />
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APPENDIX 1<br />
FREEDOM OF INFORMATION SCHEDULE<br />
The University of Stirling is subject to the Freedom of Information (Scotland) Act 2002 ("FOISA") and<br />
the Environmental Information (Scotland) Regulations 2004 ("EIRs"). This schedule identifies the<br />
information contained in our response which we consider should be withheld in response to any<br />
information request, by reference to specific exemptions in FOISA or exceptions in the EIRs.<br />
Type of Information<br />
Reason for Non-disclosure, including relevant FOISA exemptions or EIR<br />
exceptions, and time period for non-disclosure.<br />
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