PRE QUALIFICATION QUESTIONNAIRE Tender ... - Dorsetforyou.com

Dorset ProcurementLevel 2, North East Wing, County Hall, Colliton Park,DorchesterDorset, DT1 1XJTelephone: 01305 or 01202 221250Direct line: 01305 or 01202 221282Fax: 01305 or 01202 228567Email: K.Forrester@dorsetcc.gov.ukWebsite: www.dorsetforyou.comDate: 9 th September 2009PRE QUALIFICATIONQUESTIONNAIRETender No. T18470Dorset (Weymouth & Portland)Real Time Bus PassengerInformation (RTPI) Contract

DORSET COUNTY COUNCIL Page 1 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)NOTES FOR PROSPECTIVE TENDERERSThis questionnaire sets out the information that Dorset County Council deemsrelevant to select companies that will be invited to tender for the above services toimplement a Real Time Bus Passenger Information system in Dorset.Applicants should not alter the contents of this document and it is important torespond to the questions in numerical order.If the response is to be made by a company that is part of a group, the detailssupplied shall be relevant to the company which will provide the services and NOTthe group.Information contained within the completed Pre Qualification Questionnaire (PQQ)will be contractual information; the PQQ will form part of the contract documents forappointed parties. Any errors within the PQQ may therefore be regarded as a breachof contract. Utmost care should therefore be taken to ensure the accuracy of allinformation. Any information, which at the time of submission is provisional, shouldbe carefully marked as such.Any questions regarding this questionnaire should be directed to:Kelly ForresterSenior Category ManagerDorset County Council Procurementtel. 01305 221282, fax 01305 228567email K.Forrester@dorsetcc.gov.uk.PREPARATION OF DOCUMENTSIt is the responsibility of the Company to obtain for themselves, at their own expense,all information necessary for the preparation of this PQQ.All information submitted by the Council in connection with this PQQ should beregarded as confidential by the Company.The PQQ documents are and shall remain the property of the Council and must bereturned upon demand.An interested Company should seek to clarify any points of doubt or difficulty inwriting, in sufficient time to enable the Council to supply details not less than 5 daysbefore the date of return of documents.Any such approach should be made to: K.Forrester (as above).Information provided by the Council will at all times be given in good faith. TheCouncil will use its best endeavours to ensure that any information given is accurateVersion: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 2 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)and complete but will not be liable for any misstatement or misrepresentation madeby the Council except where such misrepresentation shall be made otherwise than ingood faith.The Council is not bound to shortlist any company that submits a PQQ.Non-UK companies should attempt to answer each of the following questions,substituting where relevant the appropriate legislation or codes of practice applicablewithin their domestic jurisdiction.You may increase the text box sizes within this document should your completeresponse exceed the space provided – word counts are given where applicable.INSTRUCTIONS FOR COMPLETIONCompleted questionnaires shall be submitted in the following formats:• 1 x electronic copy on CD or memory stick and• 1 x hard copy to:Kelly ForresterSenior Category ManagerDorset ProcurementDorset County CouncilLevel 2, East WingCounty HallColliton ParkDorchesterDorsetDT1 1XJCompleted questionnaires in the formats detailed above are to bereceived by no later than 1400hrs on 16/10/09Supporting information should be presented in the same order as and should bereferenced to, the relevant question. Questions should be answered in English.Responses will be evaluated in accordance with the procedures described in theInformation Pack. In the event that none of the responses are deemed satisfactory,the Council reserves the right to consider alternative procurement options.Failure to furnish the required information, make a satisfactory response to anyquestion, or supply documentation referred to in responses, may mean thatApplicants will not be invited to participate further.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 3 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)TABLE OF CONTENTSPRE QUALIFICATION QUESTIONNAIREINTRODUCTION1. COMPANY DETAILS ...........................................................................52.FINANCIAL INFORMATION ...............................................................113. HUMAN RESOURCES AND TRAINING ...........................................144. QUALITY ASSURANCE ....................................................................185.HEALTH & SAFETY............................................................................216. SERVICE DELIVERY & BUSINESS CAPABILITY ............................237.SUSTAINABILITY & ENVIRONMENTAL MANAGEMENT .................258.REFERENCES....................................................................................279.OTHER RELEVANT INFORMATION .................................................3010.FREEDOM OF INFORMATION ACT 2000.......................................31Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 4 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)INTRODUCTIONNATURE OF CONTRACTThe Council requires information sought in this questionnaire from Companies responding tothe OJEU Notice for the provision of Real Time Bus Information in Dorset.Dorset County Council are in the process of approval from the Dept for Transport for fundingof a Major Scheme Bid to provide a raft of transport measures in support of the WeymouthOlympic Transport Package project. One element of this funding is for provision of RealTime Bus Passenger Bus Information infrastructure.The first phase of RTPI rollout is concentrated on the area of Weymouth & Portland tosupport the 2012 Olympic sailing event – this initial contract requirement will involve RTPIfitment on approx 100 buses and 100 on street bus stop RTPI signs. It is also stressed thatthere is likely to be a need for the successful tenderer to fit additional (temporary) RTPIhardware on further buses for the period around the 2012 Games; this is likely to be atcomparatively short notice. Depending on future funding streams, this Olympic legacyscheme is then planned to be expanded to offer a RTPI service to some of the remainingDorset County geographical areas. Refer to the Information Pack for an outline procurementand implementation timetable.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 5 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)1. COMPANY DETAILS1.1. Full name of Company.1.2. Address of registered office1.3. Legal Status (e.g. partnership, private, limited company, incorporated, plan tobecome incorporated?).1.4. Date of incorporation, formation of partnership or commencement of business.1.5. Principal place of business if different from above.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 6 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)1.6. Company registration number.1.7. Registered VAT number.1.8. Organisation Information.If the organisation is a member of a group of companies, please give the name,address and registration number of the holding company.1.8.1 Is the Applicant a single bidder or a consortium / joint venture?1.8.2 If answer to 1.8.1 is not a single bidder, has the Applicant, or any of itsmembers, had previous experience of bidding for or winning tenders together?Please provide details if so.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 7 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)1.8.3 Please provide details of your organisation’s existing and established keysupply chain contracts (i.e. names and addresses of sub-contractors, subconsultants,suppliers etc, contractual arrangement and key function / purpose etc.)which may be used to service this contract.1.8.4 Please provide details of any gaps in your organisation’s capability to servicethis contract, i.e. which are not provided for by your organisation’s direct orestablished supply chain resources.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 8 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)1.9. Name, position and contact details of the principal point of contact to whereany future correspondence is to be sent in connection with this project.Please enter: Name / Position / Address / Tel / Mobile /Fax/ email1.10. Please provide information on the company’s three (if applicable) closestregional offices to Dorset with a description of their role (e.g. admin centre,sales, technical support, etc) if applicable. Note this may be tailored todescribe how company offices may be set up to serve this RTPI contract andits maintenance.LOCATIONROLEVersion: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 9 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)1.11. Brief history of Company, including parent and associated companies. Pleasealso include a staff organisation chart in relation to provision of RTPI servicesrequired under this contract (max 400 words).Provide details of insurance brokers and of insurance held for the following cover,should your cover be less than the amounts shown in brackets please state the levelto which you could increase:1.11.1. Employer's Liability Insurance (£10,000,000)1.11.2. Public Liability (Third Party) Insurance (£10,000,000)1.11.3. Product Liability Insurance (£5,000,000)Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 10 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)1.11.4. Professional Indemnity Insurance (£1,000,000)1.11.5. Has your organisation been the subject of any significant ormaterial litigation within the last 3 years? If so, please give detailsof each case and the outcome where appropriate.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 11 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)2. FINANCIAL INFORMATION2.1. Please supply a copy of the audited annual report and accounts for the last 2years. If unable to do so, please give an explanation why these areunavailable.2.2. Please indicate your last 2 years audited trading position (latest year first)YearTurnover £ £Net Profit(Loss)*£ £2.3. Name, address, telephone, facsimile number and email address of banker.I2.4. Is your organisation currently subject to investigation by government or otheraccountants for suspected financial weakness or business malpractice? If yesplease give details.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 12 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)2.5. Has your organisation during the 3 last years:2.5.1. Suffered a deduction for liquidated and ascertained damages inrespect of any contract?If YES please detail2.5.2. Had a contract terminated?If YES please detail2.5.3. Have any directors of the company been involved in any company,which has been liquidated, or gone into receivership?If YES please detailVersion: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 13 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)2.5.4. Had any involvement in any other companies who provide servicesto Dorset County Council?If Yes please specify2.5.5. Have relatives who have been or who are presently a Member oran employee of Dorset County Council.If Yes please specify2.5.6. If requested, would you be able to provide a parent company and /or other guarantee of performance and financial standing?Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 14 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)3. HUMAN RESOURCES AND TRAININGIn the delivery of its services, the County Council operates equal opportunity policiesin employment and a safe and secure working environment for its staff. We expectcontractors and agents acting on our behalf to operate in the same manner.3.1 Please provide details of your general HR policies, and staff handbooks3.2 Please attach your current policies and procedures in respect of the followingareas and provide any further relevant information on how these areimplemented.3.2.1 Race Relations3.2.2 DisabilityVersion: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 15 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)3.2.3 Diversity, including gender, sex and orientation3.2.4 Fairness and Dignity3.2.5 Other Diversity Policies3.3 Please give details of any notifiable judgements against you and yourcompany within the last 3 years under any of the following acts.3.3.1 Equal Pay Act (Amended)3.3.2 Sex Discrimination Act 1975 (Amended)Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 16 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)3.3.3 Disability Discrimination Act (1995)3.3.4 Section 18 of the Local Government Act 1988 permits local authorities to askthe following questions about race relations matters as an exception from thegeneral rule that no preference should be made to non-commercial mattersduring the contracting process.a) Is it your policy as an employer to comply with your statutory obligations underthe Race Relations (Amendment) Act 2000, and accordingly, your practice notto discriminate directly or indirectly on grounds of colour, race, nationality orethnic or national origin in relation to decisions to recruit, select, remunerate,train or promote employees?YES/NOb) In the last 3 years, has any finding of unlawful racial discrimination in theemployment field been made against your organisation by the EmploymentTribunal or any Court or in any comparable proceedings in any otherjurisdiction?YES/NOc) In the last 3 years, has your organisation been the subject of formalinvestigation by the Commission for Racial Equality or comparable body ongrounds of alleged unlawful discrimination in the employment field?YES/NOIf the answer to either b or c is “YES” or, the Commission or comparable body madea finding adverse to your organisation, what steps have you taken as a result of thatfinding?Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 17 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)3.4 What is your approach to meeting demands caused by temporary orprotracted staff shortages in order to maintain service levels? (This sectionmay be expanded, if applicable, to include management of staff that may berequired on any other RTPI contract that you have programmed to coincidewith Dorset County Council’s timetable for this contract).3.5 How many staff have left and been replaced in the last twelve months?Please show this as a percentage of staff.3.6 What is your approach to the training and development of staff in yourorganisation, and attach any handbooks or staff guidance notes.3.6.1 Please detail the training provided to your staff over the last twelvemonths and the number of training days delivered per full time member ofstaff.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 18 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)4. QUALITY ASSURANCE4.1 Is your organisation (or in the process of becoming) accredited to BS & ISOSeries or other industry standards. Please state appropriate assessmentlevel and supply copy of certification.4.2 If accredited, indicate date of accreditation and reference number, also whenthe last quality assessment was carried out and by whom?4.3 If accreditation has not been applied for does the company concerned haveplans to apply within the next 12 months?4.4 Describe any other systems for monitoring and improving Quality that you feelmay be applied to this assessment.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 19 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)4.5 What are your views about trading through an e-Marketplace?(Please tick box as appropriate)I confirm that we are willing to work with Dorset County Council using anelectronic marketplace.I confirm that we are not willing to work with Dorset County Council using anelectronic marketplace.Additional comments:4.6 Please outline what experience your organisation has of introducing a PublicSector Procurement Card system for ordering and payment.4.7 Do you offer any other facilities electronically, not already covered above?Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 20 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)4.8 Business Continuity Plans - Will your Company be able to ensure that thecore goods or services would continue to be supplied to the council in theevent of an emergency or pandemic? YES/NOPlease provide a brief outline, (evidence of a plan may be requested at thetender stage or later).Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 21 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)5. HEALTH & SAFETY5.1 Do you have a Health & Safety Policy Statement of Intent? If so, pleasesupply details.YES/NO5.2 Do you have a Health & Safety Officer appointed who is a ‘Competent Person’in Health & Safety and who can provide advice for the duration of thecontract?YES/NO5.3 If you answered ‘NO’ to 2 above, do you have access to a Qualified Healthand Safety Consultant who can provide advice on Health and Safety mattersfor the duration of the contract?YES/NO5.4 Do you have a Health & Safety Risk Assessment Procedure? If so, pleaseprovide details.YES/NO5.5 Have you, in the past 3 years, been convicted of a criminal offence or gravemisconduct regarding Health & Safety Matters?If YES please give full detailsYES/NO5.6 For the last 3 years, please provide detail of your Company’s AccidentFrequency and Incident Rates:Frequency Rate (AFR) = Number of injuries (all categories) x 1,000,000 =Man hours workedIncident Rate (AIR) = Number of injuries (all categories) x 100,000 =Average No. of Employees2007 2006 2005Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 22 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)5.7 Please enclose a copy of your Health & Safety at Work Policy and providesummary information below (max 400 words) in reference to any particularconsiderations you will apply to this contract e.g.- Safe working procedures while in bus depots- Compliance and practices associated with working on live highways- Permit to enter workplaces (e.g. public buildings or bus garages)- Electrical installation / commissioning- Any other relevant informationVersion: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 23 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)6. SERVICE DELIVERY & BUSINESS CAPABILITY6.1 Please provide details on any areas of the contract, which your companywould sub-contract.6.2 Please describe your companies approach to project management andprovide details of any project management standards or recognisedmethodologies that are held or followed.6.3 Please identify any additional areas, which you consider could be included inthe requirements, which would lead to a Best Value service for Dorset CountyCouncil. Your proposal should identify the key assumptions and yourperception of the constraints that might relate to this requirement.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 24 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)6.4 Please provide details of three recent contracts (with dates) undertaken byyour organisation that have successfully delivered high quality RTPIinfrastructure to a Public Sector Client. For each contract, please includereference to incorporation of each of the following where applicable.(Max 2,000 words in total)• Client team liaison• Supply chain management• Project / programme management• Bespoke technological RTPI solution(s)• System Integration (radio or other, neighbouring RTPI systems)• Examples of use of existing standards (e.g. RTIG or TransXChange)• Examples of links to specific ticket machine technologies (proprietary orotherwise) and whether uni or bi-directional interfacesVersion: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 25 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)7. SUSTAINABILITY & ENVIRONMENTAL MANAGEMENT7.1 How do you address sustainability issues within your business?For example:Do you have an Environmental Officer? Do you use recyclable packaging?Are you able to advise on recycling materials? Do you have a policy ofsupporting local economic development and the use of local materials, if sowhat contribution would you make to Dorset? Is your organisation accreditedto ISO 14001 EMAS (please supply a copy of your certification, or if nocertification held, please include detail of your Environmental Policy), do youoperate Green Fleet principles? What are your views on Alternative fuelsand/or Technologies?(Max 800 words)7.2 Has your company ever been convicted of a criminal offence or been foundguilty of grave misconduct with regard to any environmental legislation?Please provide details:If YES please specifyVersion: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 26 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)7.3 What measures have you taken to reduce the negative environmental impactof your activities? Define what you believe the significant environmentalimpacts of this contract and what measures could be taken to address these?Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 27 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)8. REFERENCES8.1 Provide a list of (preferably Public Sector) clients (minimum of 3) to whomyou have delivered similar services.N.B. For each project please state:Purchaser OrganisationThe nature of the project(max 100 words)The value of the contractContract TermType of communicationsemployed bus-to-base andbase-to-signs, etc. (e.g.PMR / GPRS / 3G)Organisation lead on theContract? Whether part ofa consortia or subcontractorappointment?Contact NameContact E-mailContact Telephone numberContact Fax numberContact Address (if noemail address available)Note: These will be taken up by Dorset County Council during the tenderprocess.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 28 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)N.B. For each project please state:Purchaser OrganisationThe nature of the project(max 100 words)The value of the contractContract TermType of communicationsemployed bus-to-base andbase-to-signs, etc. (e.g.PMR / GPRS / 3G)Organisation lead on theContract? Whether part ofa consortia or subcontractorappointment?Contact NameContact E-mailContact Telephone numberContact Fax numberContact Address (if noemail address available)Note: These will be taken up by Dorset County Council during the tenderprocess.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 29 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)N.B. For each project please state:Purchaser OrganisationThe nature of the project(max 100 words)The value of the contractContract TermType of communicationsemployed bus-to-base andbase-to-signs, etc. (e.g.PMR / GPRS / 3G)Organisation lead on theContract? Whether part ofa consortia or subcontractorappointment?Contact NameContact E-mailContact Telephone numberContact Fax numberContact Address (if noemail address available)Note: These will be taken up by Dorset County Council during the tenderprocess.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 30 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)9. OTHER RELEVANT INFORMATION9.1 Is there any additional information not already given elsewhere, you would liketo provide in support of your response?Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Page 31 of 33Dorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18470)10. FREEDOM OF INFORMATION ACT 2000Dorset County Council is subject to the provisions of the Freedom of Information(F.O.I.) Act. If you consider that any information supplied in/with the questionnaire iseither commercially sensitive or confidential in nature, this should be highlighted andthe reasons for its sensitivity, given. Dorset County Council will consult with youabout sensitive information prior to making a decision on any Freedom of InformationRequest received.Conversely, if you consider that the information you have provided is not of asensitive or commercial nature, therefore may be available for release to a third partyif requested please state.Version: 06Date: 09/09/2009

DORSET COUNTY COUNCIL Schedule referred to Page 32 of 33Corporate Resources DirectorateDorset ProcurementDorset (Weymouth & Portland) RTPI Contract (Tender No. T18459)11. DECLARATIONA declaration in the form specified below must be completed.I / We certify that the information supplied in this application is complete andaccurate to the best of my/our knowledge and belief. I/We understand that falseor incomplete information may result in my/our exclusion from the list oftenderers for a period of three years.I / We understand that it is a criminal offence punishable by a fine orimprisonment, to give or offer any gift or consideration whatsoever as aninducement or reward to any servant of a public body. Any such action wouldempower the Council to cancel any contract currently in force.Signed ……………………………………………………………………..Name printed……………………………………………………………….Position in company………………………………………………………..For and on behalf of……………………………………………………….(Name of Company)NOTES:1) This application should be signed by the applicant in person or bya duly authorised partner in the case of a partnership, or by a dulyauthorised Director or Company Secretary in the case of a LimitedCompany.2) Before returning this form, please ensure that you have answeredall the questions in the sections required and enclosed copies ofall relevant documents.FAILURE TO DO SO MAY RESULT IN YOUR EXCLUSION FROMTHE LIST OF TENDERERS.