Thurrock Council - Invitation to Tender: Electrical Services

DOCUMENT 1 INVITATION TO TENDER INSTRUCTIONS TO TENDER

ELECTRICAL SERVICES PS/2015/067 Electrical Services - Document 1 – Invitation to Tender

Contents Page

1. SUMMARY CONTRACT DETAILS...... 4 2. DEFINITIONS...... 5 3. INTRODUCTION...... 6 4. INSTRUCTIONS TO TENDERERS...... 6 4.1 NOTIFICATION OF INTENTION TO TENDER...... 6 4.2 INVITATION TO TENDER...... 6 4.3 FURTHER INFORMATION...... 7 4.4 PREPARATION OF TENDERS...... 7 4.5 SUBMISSION OF TENDERS...... 8 4.6 GENERAL...... 8 4.7 TRANSPARENCY AGENDA AND THE PUBLISHING OF CONTRACTS...... 9 5. PROCUREMENT TIMETABLE...... 10 6. LEGAL ISSUES...... 10 6.1 THE CONTRACT...... 10 6.2 TENDERING PROCESS...... 10 6.3 PERFORMANCE BOND AND/OR PARENT COMPANY GUARANTEE...... 11 6.4 EQUAL OPPORTUNITIES...... 11 6.5 FREEDOM OF INFORMATION...... 11 6.6 DISCLOSURE AND BARRING SERVICE FORMERLY (CRB) DISCLOSURE...... 12 6.7 PUBLIC SERVICES (SOCIAL VALUE) ACT 2012...... 13 7. INFORMATION REQUIRED...... 14 7.1 GENERAL...... 14 8. TENDER EVALUATION AND AWARD CRITERIA...... 14 9. THE EVALUATION PHASES:...... 15

9.1 PHASE 1: COMPLIANCE CHECKS...... 15 9.2 PHASE 2: EVALUATION OF TENDER RESPONSES...... 15 9.3 PHASE 3: SCORE REVIEW...... 16 9.4 PHASE 4: FINAL EVALUATION REPORT AND RECOMMENDATION...... 16 9.5 PHASE 5: APPROVALS...... 16 9.6 TECHNICAL AND QUALITY QUESTION SCORING CRITERIA:...... 16 10. CLARIFICATION MEETINGS, SITE VISITS AND TENDERER INTERVIEWS...... 17

10.1 POST-SUBMISSION CLARIFICATIONS...... 17

APPEDIX 1 – SPECIFICATION AND REQUIREMENTS...... 18 APPENDIX 2 - WRITTEN TENDER QUESTIONNAIRE...... 19 APPENDIX 3 - PRICING SCHEDULE...... 20 APPENDIX 4 – CONTRACT TERMS AND CONDITIONS...... 21 APPENDIX 5 – FORM OF TENDER...... 22 APPENDIX 6 - ANTI-COLLUSION CERTIFICATE...... 23 APPENDIX 7 - ANTI-CANVASSING CERTIFICATE...... 24

V6.0 07/07/2015 Page 2 of 24 Electrical Services - Document 1 – Invitation to Tender

IMPORTANT NOTICE

This Invitation to Tender (“ITT”) has been prepared by Thurrock Council for use by those Tendering for the Contract (“Tenderers”), their professional advisers, and other parties essential to preparing the Tender for the Contract and for no other purpose.

The information contained in this ITT and all subsequent information and documents sent to you by Thurrock Council pursuant to this procurement must be treated as confidential and must not be disclosed to any third party. If you are unable to comply with this requirement you must destroy this ITT and all associated documents immediately and not retain any electronic or paper copies.

No warranties or opinions as to the accuracy or completeness of any information provided in, or which accompanies, this ITT or otherwise or as to the powers and/or status of Thurrock Council shall be given at any stage by Thurrock Council and any liability for any inaccuracy or incompleteness is therefore expressly disclaimed by Thurrock Council.

Any person considering making a decision to enter into contractual relationships with Thurrock Council or any other person on the basis of the information provided by or on behalf of Thurrock Council must make their own investigations and form their own opinion in relation to the status, completeness and accuracy of all such information and in relation to the status and/or powers of Thurrock Council.

Your attention is drawn to the fact that, by issuing this ITT, Thurrock Council is in no way committed to awarding any contract and reserves the right to cancel the Tendering process at any point. Thurrock Council shall not be liable for any costs resulting from any cancellation of this Tendering process nor for any other costs incurred by those expressing an interest in or Tendering for this contract opportunity.

You are deemed to fully understand the process that Thurrock Council is required to follow under relevant European and UK legislation, particularly in relation to the Public Contracts Regulations 2015.

1. SUMMARY CONTRACT DETAILS

ITEM CONTRACT DETAILS OJEU Reference TBC

Contract Description: Thurrock Council has a housing stock of over 10,000 properties as a mixture of dwellings including high rise, low rise and individual houses. This contract establishes a single service provider to deliver electrical service testing within individual properties and communal blocks, portable appliance testing of assets owned / provided by the Council, servicing of heat recovery ventilation systems, inspection and testing of market stall power supplies, installation of power points in housing properties for Telecare/Lifeline units and remedial works identified during testing and/or servicing of equipment. This contract will also include portable appliance testing and associated remedial works at the Civic Offices and Thameside Complex and testing of frost protection devices for the car park ramp at the Civic Offices. The Contract also includes the replacement of heat recovery ventilation systems and/or a substitute technology. The replacement programme is for the first year of the Contract only; the programme thereafter will be determined subject to need and available funding. Estimated value of Minimum Value - £988,316 (three years testing/servicing and Contract: remedial works plus year one replacement programme for heat recovery ventilation systems) Maximum Value - £2,192,194 (five years testing/servicing and remedial works plus five year replacement programme for heat recovery ventilation systems) Period of Contract: The contract will be let on an initial three year term with the option in year three to extend for a further two years in any combination. Contact Point: Any queries should be addressed to Philip Dale using the ‘Message Centre’ facility on the Delta E-Tendering system. Date and time for ITT 12.00 noon Tuesday 5th January 2016 return:

2. DEFINITIONS2

“Authorised Officer” a term used to refer to the Responsible Officer. the closing date for the submission of Tenders being 12 noon Tuesday “ Closing Date” 5th January 2016 the contract to be entered into by Thurrock Council with the Contractor in “Contract” relation to the Project consists of the JCT Measured Term Contract (2011 edition) with amendments as set out in Appendix 4 of this ITT.

“Contractor(s)” the firm(s) selected to enter into the Contract with the Council.

“Contract Period” the duration of the Contract. an electronic procurement process management tool that automates the “ eTendering” stages of Tender workflow.

“ITT” this Invitation to Tender including all appendices.

“Most Economically the Tender which Thurrock Council has evaluated as representing the Advantageous Tender best all round value taking into account factors other than or in addition to (MEAT)” price such as quality, technical merit and running costs.

“Project” the procurement of electrical services.

“Services” the services to be provided by the Contractor under the Contract a period of at least 10 calendar days between the date notification is sent “Standstill Period” to candidates that Thurrock Council intends to award the Contract and the date it is proposed to enter into the Contract;

“Tender(s)” the proposal(s) submitted by the Tenderer(s) in response to this ITT; The Public Services (Social Value) Act 2012 came into effect on 31 Public Services January 2013 and places a duty upon the council, its commissioners and (Social Value) Act its procurers to consider, at pre-procurement stage, how what is to be 2012 procured may improve the social, economic and environmental well being of the Council’s area and how they might secure any such improvement.

3. INTRODUCTION 3

Please refer to the introduction section of the Pre-Qualification Questionnaire and Thurrock Council’s website www.thurrock.gov.uk for further details on the Council.

A Contract Notice was published in the Official Journal of the European Union on TBC reference number TBC in respect of this contract award procedure. Your attention is drawn to the content of that notice.

Thurrock Council’s requirement under this Contract is for the appointment of a service provider to deliver electrical service testing within individual properties and communal blocks, portable appliance testing of assets owned / provided by the Council, servicing of heat recovery ventilation systems, inspection and testing of market stall power supplies, installation of power points in housing properties for Telecare/Lifeline units and remedial works identified during testing and/or servicing of equipment. This contract will also include portable appliance testing and associated remedial works at the Civic Offices and Thameside Complex and testing of frost protection devices for the car park ramp at the Civic Offices.

The Contract also includes the replacement of heat recovery ventilation systems and/or a substitute technology. The replacement programme is for the first year of the Contract only; the programme thereafter will be determined subject to need and available funding.

Please refer to Appendix 1 Specification and Requirements for full details.

4. INSTRUCTIONS TO TENDERERS

4.1 NOTIFICATION OF INTENTION TO TENDER

Please email Philip Dale via the Delta e Tendering Solution by Wednesday 30 th December 2015 to confirm whether you intend to submit a Tender. You should also confirm your lead contact details if you have not already done so.

4.2 INVITATION TO TENDER

Please read this ITT carefully and ensure that you are fully familiar with the nature and extent of the obligations on you if your Tender is successful.

All documents requiring a signature must be signed as follows: a) Where the Tenderer is a company, by two directors or by a director and the secretary of the company, provided that such persons are authorised for this role; or b) Where the Tenderer is an individual, by that individual; or c) Where the Tenderer is a partnership, by at least two duly authorised partners.

Only one Tender is permitted per Tenderer. If a Tenderer submits more than one Tender, only the one with the latest time and date of receipt noted will be evaluated, any other Tenders will be disregarded.

4.3 FURTHER INFORMATION

If you have any questions or require any clarification please email using the Message Centre facility on the Delta E-Tendering system. Emails received outside of the Message Centre may be disregarded and telephone enquiries will NOT be accepted.

Any questions must be received no later than close of business on Wednesday 30th December 2015 Questions received after this time will NOT be answered.

Please note that any questions submitted and Thurrock Council’s responses may, at Thurrock Council’s discretion, be circulated to all Tenderers, subject to Thurrock Council accepting an assertion made by a Tenderer at the time of question submission that the subject matter of a question relates specifically to a Tenderer’s response and is therefore confidential.

Thurrock Council reserves the right to issue supplementary documentation at any time during the Tendering process to clarify or amend any aspect of the ITT or any of the documents referred to in the ITT. All such further documentation shall be deemed to form part of the ITT and shall supersede any part of the ITT to the extent indicated.

4.4 PREPARATION OF TENDERS

All documents submitted as part of your Tender must be written in English or a full English language translation provided at no cost to Thurrock Council. Only the translated English version will be evaluated.

You must ensure that your Tender refers to the requirements set out in Section 7 of this ITT. Please DO NOT provide additional attachments or documents where not requested to do so. These will not be read and will not be taken into account in the evaluation of your Tender

Thurrock Council requires ALL the following documents to be submitted as a minimum for your Tender to be accepted:

A completed and signed (where applicable);

a) Written Tender Questionnaire (Appendix 2); b) Pricing Schedule (Appendix 3) c) Form of Tender (Appendix 5); and d) Certificate of Non-Collusive Tendering (Appendix 6); and e) Certificate of Non-Canvassing (Appendix 7);

f) Confirmation that your circumstances and information as certified in your submission to the Pre-Qualification Questionnaire have not changed. g) Thurrock Council reserves the right to require the successful Tenderer to provide, as security for the performance of the Contract, a performance bond, and/or may require the parent company of the successful Tenderer to guarantee the performance of the Contract. Should Thurrock Council require such security it will be a condition of appointment that you have confirmed in your Tender Submission that this will be provided if required. Tenderers should note that failure to provide this confirmation may result in their Tender being rejected.

Failure to provide ALL of the information required or to meet the requirements of this document may result in your Tender NOT being considered by Thurrock Council due to it being a non-compliant Tender.

4.5 SUBMISSION OF TENDERS

Completed Tenders must be returned online via the Delta E-Tendering Solution.

PLEASE DO NOT SEND HARD COPIES AS THESE WILL NO LONGER BE ACCEPTED

Failure to return your Tender in the correct manner may result in your exclusion from consideration for the Contract.

The Closing Date for submission of a Tender is 12.00 noon on Tuesday 5th January 2016. Thurrock Council reserves the right to reject Tenders received after the Closing Date.

Fax, postal and email submissions will not be considered.

4.6 GENERAL

Thurrock Council may, at its absolute discretion, extend the Tendering period and postpone or change the Closing Date, for any reason.

Your Tender, and the prices quoted therein, must remain valid for a minimum period of 90 days from the Closing Date. Please specify an expiry date for your Tender in your Tender Response.

Tenderers must obtain for themselves, at their own expense, all information necessary for the preparation of their Tenders and must satisfy themselves that they fully understand the requirements of the Contract.

In accordance with Thurrock Council’s Contract Procedure Rules and the Public Contracts Regulations 2015 Regulation (67) Thurrock Council seeks to award the contract on the basis of the Most Economically Advantageous Tender.

No officer, employee, agent of or any consultant engaged by Thurrock Council has the authority to give any undertaking, guarantee or warranty or make any representation (express or implied) in relation to this ITT or any other matter relating to the Contract.

Prior to the award of the Contract no publicity by Tenderers regarding this Tendering process or the Contract is permitted. Once the Contract has been awarded, in accordance with the Contract, no publicity is permitted without the prior written consent of Thurrock Council.

No alteration to the successful Tenderer’s position post award of the Contract will be accepted, unless this is due to external factors beyond the control of the Tenderer, is acceptable to Thurrock Council and is in accordance with any applicable legislation.

Thurrock Council reserves the right to disqualify any Tenderer whose circumstances change to the extent that the Tenderer ceases to meet the qualification criteria in the Pre- Qualification Questionnaire, or who makes material changes to any aspect of its Tender, unless substantial justification can be provided to the satisfaction of Thurrock Council and such change is in accordance with procurement law.

Subject to Thurrock Council’s legal and regulatory obligations from time to time and Freedom of Information See section 6.5 of this ITT), Thurrock Council will respect the confidentiality of each Tenderer’s work and will not disclose any aspect of their submission to another Tenderer, save that Thurrock Council reserves the right to inform all Tenderers in identical terms if an issue of general application to the Tendering process emerges by way of clarification or otherwise.

4.7 TRANSPARENCY AGENDA AND THE PUBLISHING OF CONTRACTS

The Tenderer in submitting its Tender will agree that it will assist, if required, the Council in complying with its obligations under the government's transparency agenda, which requires the Council to publish the PQQ and the ITT and the text of the contract documentation to be signed with the winning Tenderer (the "Agreement"), and the Tenderer gives its consent for the Council to publish the text of the Agreement, and any schedules to the Agreement in its entirety, including from time to time agreed changes to the Agreement, to the general public in whatever form the Council decides.

The Tenderer in submitting its Tender will acknowledge that, except for any information which is exempt from disclosure in accordance with the provisions of the Freedom of Information Act (“the Act”) the text of the Agreement, and any schedules to the Agreement, is not confidential information. The Council shall be responsible for determining in its absolute discretion whether any part of the Agreement or its schedules is exempt from disclosure in accordance with the provisions of the Act.

5. PROCUREMENT TIMETABLE

The proposed timetable below is subject to change and is provided by way of guidance only. Thurrock Council reserves the right to amend this timetable at its absolute discretion at any time during the Tendering process.

KEY EVENT DATE

Issue of Invitation to Tender Thursday 3rd December 2015 Closing date for Tender submissions 12.00 noon Tuesday 5th January 2016 Notification of result of evaluation Monday 1st February 2016 Tuesday 2nd February ending midnight Thursday 11th Standstill period February 2016

Expected date of award of Contract Monday 15th February 2016

Contract Commencement Monday 14th March 2016

6. LEGAL ISSUES 6

6.1 THE CONTRACT

The contractual terms required by Thurrock Council as attached to this ITT at Appendix 4.

The contract will be let on an initial three year term with the option in year three to extend for a further two years in any combination.

6.2 TENDERING PROCESS

This Tendering process and the subsequent Contract to be entered into will be subject to English law and the exclusive jurisdiction of the English Courts.

This procurement complies with the restricted procedure under EU procurement rules and Thurrock Council cannot enter into any negotiations on the Contract.

Contract award will be conditional on the Contract being approved in accordance with Thurrock Council’s internal procedures and Thurrock Council being generally able to proceed.

Thurrock Council will observe the statutory Standstill Period between the date notifications are sent to candidates that Thurrock Council intends to award the Contract and the date it is proposed to enter into the Contract.

After confirmation of Contract award to the successful Tenderer(s) and until the execution of the Contract, the Tender (as accepted by Thurrock Council) will form a binding contract

between Thurrock Council and the successful Tenderer(s) upon the terms and conditions of the Contract.

6.3 PERFORMANCE BOND AND/OR PARENT COMPANY GUARANTEE

Thurrock Council reserves the right to require the successful Tenderer to provide, as security for the performance of the Contract, a performance bond, and/or may require the parent company of the successful Tenderer to guarantee the performance of the Contract. Should Thurrock Council require such security it will be a condition of appointment that you have confirmed in your Tender Submission that this will be provided if required. Tenderers should note that failure to provide this confirmation may result in their Tender being rejected.

6.4 EQUAL OPPORTUNITIES

Thurrock Council is an equal opportunities employer and has various statutory duties to ensure that its services are delivered in a way that promotes equality and eliminates discrimination; in particular Thurrock Council must adhere to equality legislation.

Thurrock Council also expects that the successful Tenderer will promote equality, comply fully with all UK equality legislation or European equivalent, have an equalities policy and be an equal opportunities employer at all times during the Contract.

6.5 FREEDOM OF INFORMATION

In addition to Thurrock Council’s commitment to public disclosure, transparency and accountable government, Tenderers should note that Thurrock Council is subject to the Freedom of Information Act 2000 (“FOIA”) and the Environmental Information Regulations 2004 (“EIR”). This means that, subject to certain exemptions, an individual may request access to any information held by Thurrock Council and Thurrock Council may disclose the information sought. This may include information on a Tender or details relating to the procurement process.

If you consider that any specific information supplied by you is either commercially sensitive or confidential in nature, please clearly state this in your Tender and mark it as such. You must also give us the reasons for the sensitivity or confidentiality. Block marking of whole Tender submissions is not acceptable. Please note, however, that Thurrock Council may still be required to disclose such information in accordance with FOIA or EIR.

Thurrock Council will endeavour to consult with you prior to making its decision on whether to disclose under FOIA or EIR information you have identified as commercially sensitive or confidential.

If you are unsure as to Thurrock Council’s obligations under FOIA and EIR regarding the disclosure of commercially sensitive or confidential information please seek independent legal advice.

6.6 DISCLOSURE AND BARRING SERVICE FORMERLY (CRB) DISCLOSURE

Where the Service Provider is providing the Services at Council premises where it is likely their employees/representatives may have regular contact with children or vulnerable adults they may be carrying out a Regulated Activity or Controlled Activity and as such will be subject to a DBS check at the Service Providers cost.

The Service Provider should satisfy themselves as to the meaning of a Regulated Activity and a Controlled Activity which are defined in the Safeguarding Vulnerable Groups Act 2006.

The Council understands that a Regulated Activity is any activity which involves contact with children under 18 or vulnerable adults that is carried out in a specified place frequently or intensively. The Council understands frequent to mean once a week or more and intensive to mean three or more days in a 30 day period or overnight.

Examples of premises where a DBS check will be required include:

 Schools  Childcare premises (including nurseries)  Residential homes for children in care  Children’s centres  Adult care homes  Sheltered housing for elderly persons

A more detailed list of Council premises where the Services are to be provided will be set out in the Specification which will indicate whether a DBS check is required for delivery of the Services at a particular premises.

The Council understands that individuals are involved in a Controlled Activity if they are support workers (for example cleaners, caretakers, catering staff, receptionists) in further education or healthcare settings, who perform on a frequent or intensive basis duties which give them an opportunity for contact with children or vulnerable adults. It is for the Service Provider to satisfy themselves as to the meaning of a Controlled Activity.

Prior to delivery of the Services the Service Provider shall supply the Authorised Officer with details of all persons engaged in the provision of the Services at premises where a DBS check is required. Where a DBS check is required the Service Provider must obtain an Enhanced DBS check as above - plus any additional information held locally by police

forces that is reasonably considered relevant to the post applied for or the Enhanced with Lists as above - plus a check of the appropriate DBS.

DBS check at their own cost in respect of each person engaged in the provision of the Services. The Service Provider must not commence delivery of the Services until the Council has been provided with satisfactory DBS disclosures.

The Authorised Officer of the Council may also notify the Service Provider if a DBS check is required when providing the Service at any other Council premises.

6.7 PUBLIC SERVICES (SOCIAL VALUE) ACT 2012

The Public Services (Social Value) Act 2012 (“the Act”) imposes a duty upon the Council – where the European procurement regulations apply to the contract in question – to consider, at pre-procurement stage:

a) how what is proposed to be procured might improve the economic, social and environmental well-being of the Council’s area; and

b) how, in conducting the process of the procurement, it might act with a view to securing that improvement.

The Act applies to services contracts and to mixed contracts where the ‘services’ part has the greater value.

In addition, the Council’s Social Value Strategy and Framework apply in respect of contracts to which the European procurement regulations do not apply.

7. INFORMATION REQUIRED 7

7.1 GENERAL

Your Tender must contain a response to ALL of the questions set out in Appendix 2 (“Written Tender Questionnaire”).

8. TENDER EVALUATION AND AWARD CRITERIA8

Thurrock Council does not undertake to accept the lowest or any Tender and reserves the right to accept the whole or any part of any Tender submitted.

Each Tender will be checked for compliance with the requirements of this ITT. Tenders which are not substantially complete or which are non-compliant with the ITT may be rejected.

Amendments to the terms of the Contract that have not been approved via a pre- submission clarification and/or failure to provide confirmation that the required level of insurance is held or will be held may result in your Tender being declared non-compliant and it therefore may not be evaluated. Thurrock Council reserves the right to evaluate Tenders before declaring them non-compliant.

Where the pricing of a Tender is abnormally low Thurrock Council reserves the right to reject the Tender in accordance with the requirements for further investigation under the Public Contracts Regulations 2015.

Tenders will first be evaluated against the following requirements which will be scored on a pass/fail basis. Any Tender that scores “Fail” against any of these requirements may be deemed non-compliant and rejected without further evaluation.

Confirmation of acceptance of terms and conditions of Contract Pass/Fail 1 Completed written tender questionnaire Appendix Pass/Fail 2 Completed pricing schedule Appendix 3 Pass/Fail

Thurrock Council intends to award the contract to the Most Economically Advantageous Tenderer. Tenders will then be evaluated in accordance with the evaluation criteria in the following table;

1 Subject to any reasonable clarification questions raised in accordance with the ITT.

Category Criteria Weighting Service Delivery and Supply Chain Management 25.00% Quality Control and Performance 15.00% Customer Care 10.00% Quality Environmental 2.50% Innovation and Social Value 7.50% Subtotal Quality 60.00% Initial three year contract term sum testing/servicing and Price remedial works plus year one replacement programme for heat 40.00% recovery ventilation systems Total 100.00%

9. THE EVALUATION PHASES

9.1 Phase 1: Compliance Checks a) Receipt and Opening Tender Response will be formally logged via the Delta e Tendering Solution in accordance with Thurrock Council’s procurement procedures. It will not be possible to submit a Tender once the closing time and date has passed, the Delta eTendering Solution will reject all out of time submissions and therefore will not be considered for evaluation b) Compliance Check A small team from Thurrock Council’s Procurement/Commercial teams will then check the Tender Statement and Anti-Collusion and Anti-Canvassing Certificates, completion of which is mandatory. Tenderers are required to confirm in the Tender Statement that they have provided a Tender Response including, where applicable, any evidence requested by this ITT. In the event that a Tenderer is unable to provide a positive response for any of the requirements, or a detailed reason as to why a positive response cannot be given Thurrock Council may either exclude the Tenderer from further participation in the evaluation process or, at its discretion, may seek clarification. In the case of the latter, a failure by the Tenderer to provide a satisfactory response within the deadline specified in the request for clarification may result in its disqualification from the evaluation process.

9.2 Phase 2: Evaluation of Tender Responses a) Qualitative/Technical Evaluation – Appendix 2 – Written Tender Questionnaire b) Quantitative/Commercial Evaluation – Appendix 3 – Pricing Schedule

9.3 Phase 3: Score Review

a) Review of qualitative and quantitative evaluation scores

9.4 Phase 4: Final Evaluation Report and Recommendation

9.5 Phase 5: Approvals

Thurrock Council intends to award the contract to the Most Economically Advantageous Tenderer to be evaluated in accordance with the following criteria:

Criteria Weighting Demonstrated by Price submitted by Tenderer, where lowest cost Tenderer shall receive 40.00% and all other scores shall be allocated according to Price 40.00% their difference from the lowest price, using the formula: 40.00% x (lowest price of all Tenderers / Tendered price) The best method statements will be able to demonstrate to the evaluation panel that they have been prepared specifically for Thurrock to suit the needs of the Council. The Tenderer is to review and respond to each question with proposals on how the requirements for the Council would be met. Please ensure that you provide all the documentation asked for in the required format specified. Supporting information should be presented in the same order as, and should be referenced to, the Technical relevant question. 60.00% and Quality Each question will be scored using the scale 0-5 and the following weighting applied: (marks awarded / marks available) x weighting For example if the weighting is 20.00% and the maximum score is 5, and the score received is 3, the weighted score would be: ( 3 / 5 ) x 20 = 12 NB: For the purposes of this calculation, weighting is expressed as a number not a percentage.

9.6 Technical and Quality question scoring criteria:

Where indicated, Technical and quality questions will be scored in line with the following scoring criteria

Using a 0 – 5 scoring system: Unacceptable Response – No information provided or response does not address the 0 requirement. Poor response – The response contains material omissions and / or is supported by 1 limited evidence / examples. Major concerns that the organisation has the potential to deliver / that they have failed to meet a reasonable standard.

Using a 0 – 5 scoring system: Fair response – The response contains some omissions and / or is not well supported by 2 evidence / examples. Some concerns about the Bidder’s ability to deliver / that they have failed to meet a reasonable standard. Good response – There is adequate detail / supporting examples giving a reasonable level of confidence in the Bidder’s experience and ability. The Bidder appears to have the 3 potential to deliver as required / has met a reasonable standard and there are only minor concerns about the Bidder’s experience. Very Good Response – The level of detail / supporting examples gives a high level of 4 confidence in the Bidder’s experience and ability. The Bidder clearly has the potential to deliver and / or has clearly met an acceptable standard. Excellent Response – A comprehensive well evidenced submission, clearly demonstrating expertise and knowledge incorporating value added benefits/social value attributes & other 5 points of innovation. The bid is deemed to offer little or no risk and fully captures the understanding of the steps involved to deliver the aspects of the question posed, giving a very high level of confidence in the Bidder’s experience and ability.

10. CLARIFICATION MEETINGS, SITE VISITS AND TENDERER INTERVIEWS10

10.1 Post-Submission Clarifications

During the evaluation period, Thurrock Council reserves the right to seek further information from the Tenderers to assist it in its consideration of the Tenders; this may take the form of post-submission clarification meetings or written clarifications.

APPEDIX 1 – SPECIFICATION AND REQUIREMENTS Please refer to separate document.

APPENDIX 2 - WRITTEN TENDER QUESTIONNAIRE Error: Reference source n ot found Please refer to separate document, this must be completed and returned as part of your Tender.

APPENDIX 3 - PRICING SCHEDULE Error: Reference source not found 1 Please refer to separate document, this must be completed and returned as part of your Tender.

Please note, in accordance with the Contract, agreed rates will be set for the first twelve months of the Contract. Any adjustment thereafter shall be in accordance with Clause 5.6 of the Contract.

APPENDIX 4 – CONTRACT TERMS AND CONDITIONS Error: Reference source not found Please refer to separate document, tenderers must confirm that they agree to the terms and conditions within the tender response.

APPENDIX 5 – Form of Tender To: Thurrock Council For the Attention of: Procurement Services

Dear Sir / Madam I/We the undersigned, hereby Tender and offer to perform the Contract, details of which was set out in the Invitation to Tender supplied to me/us for the purpose of Tendering for the Contract, and agree to do so in accordance with the terms of the Invitation to Tender. I/We confirm that I/We will provide the Contract at the price provided in my/our Tender. I/We confirm that the price provided in my/our Tender will not be subject to any increase otherwise than as determined in accordance with the Contract. I/We confirm that this Tender will remain valid and open for acceptance without variation for at least 90 days from the Closing Date for the receipt of Tenders. I/We confirm that we agree the Contract and undertake that in the event of our Tender being accepted to execute the Contract (subject to any minor amendments which have been accepted by Thurrock Council) within four (4) weeks from the date on which I/we receive notification that our Tender is successful and in the interim provide the Services in accordance with the Contract (subject to such amendments). I/We confirm that attached to this Tender are the following:  Written Tender Questionnaire (Appendix 2);  Pricing Schedule (Appendix 3)  Certificate of Non-Collusive Tendering (Appendix 6);  Certificate of Non-Canvassing (Appendix 7); and  Confirmation that your circumstances and information as certified in your submission to the Pre- Qualification Questionnaire have not changed.  Enter Tender Price in Words and Figures: ______

I/We confirm that the information supplied to you and forming part of this Tender, including, for the avoidance of doubt, any information supplied to you as part of my/our initial expression of interest in Tendering, was true when made and remains true and accurate in all respects. I/We understand that any false representations, including but not limited to, changes to forms, could result in this Tender being rejected or subsequent contract termination. I/We confirm and undertake that if any information supplied becomes untrue or misleading that I/We will notify you immediately and will update such information as is required. I/We confirm that the undersigned are authorised to commit the Tenderer to the contractual obligations contained in the Invitation to Tender and the Contract.

Signed …………………… Signed …………………… For and on behalf of …………………… For and on behalf of ..….……………… Dated …………………… Dated ……………………

APPENDIX 6 - ANTI-COLLUSION CERTIFICATE To: Thurrock Council For the Attention of: Procurement Services

Dear Sir / Madam The essence of the public procurement process for selective Tendering for the Contract is that Thurrock Council shall receive bona fide competitive Tenders from all Tenderers. In recognition of this principle I/we hereby certify that this is a bona fide offer, intended to be competitive, and that I/we have not fixed or adjusted the amount of the offer or the price in accordance with any agreement or arrangement with any other person (except any sub- contractor identified in this offer). I/We also certify that I/We have not done, and undertake that I/We will not do, at any time during the Tender process or in the event of my/our Tender being successful while the resulting Contract is in force, any of the following acts: 1) enter into any agreement or agreements with any other person that they shall refrain from Tendering to Thurrock Council or as to the amount of any offer submitted by them; or 2) inform any person, other than Thurrock Council , of the details of the Tender or the amount or the approximate amount of my/our offer except where the disclosure was in confidence and was essential to obtain insurance premium quotations required for the preparation of the Tender; or 3) cause or induce any person to enter into such an agreement as is mentioned in paragraph 1 and 2 above or to inform us of the amount or the approximate amount of any rival Tender for the Contract; or 4) commit any offence under the Public Bodies Corrupt Practices Act 1889, Bribery Act 2010 nor under Section 117 of the Local Government Act 1972; or 5) offer or agree to pay or give or actually pay or give any sum of money, inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender for the performance of the Project covered by the Tender any act or omission. In this Certificate the word “person” includes any person, body or association, corporate or incorporate and “agreement” includes any arrangement whether formal or informal and whether legally binding or not. I/We agree that Thurrock Council may, in its consideration of the offer, and in any subsequent actions, rely upon the statements made in this certificate.

Signed ……………… Signed ……………… For and on behalf of ……………… For and on behalf of ...….………… Dated ……………… Dated ………………

APPENDIX 7 - ANTI-CANVASSING CERTIFICATE To: Thurrock Council For the Attention of: Procurement Services Date: …………………………….

Dear Sir / Madam

I/we hereby certify that I/we have not canvassed any Director, employee, contractor or adviser of Thurrock Council in connection with this Tender and the proposed award of the Contract by Thurrock Council , and that no person employed by me/us or acting on my/our behalf, or advising me/us, has done any such act.

I/we further hereby undertake that I/we will not canvass any Director, employee, contractor or adviser of Thurrock Council in connection with this Tender and the proposed award of the Contract and that no person employed by me/us or acting on my/our behalf, or advising me/us, will do any such act.

I/we agree that Thurrock Council may, in consideration of this bid, and in any subsequent actions, rely upon the statements made in this Certificate.

Signed ……………… Signed ……………… For and on behalf of ……………… For and on behalf of ...….………… Dated ……………… Dated ………………

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