INVITATION TO TENDER DOCUMENTS
FOR ENGLISH HERITAGE
Warehousing and Distribution Services
EDITION 4 ––– November 2010
ITT ED4 10 INVITATION TO TENDER DOCUMENTS: CONTENTS
Invitation to Tender Letter including Instructions to Tenderers and Tender Return Label
1.1.1. Invitation to Tender:Tender:----
1.1 Invitation to Tender letter 1.2 Instructions and Information for Tenderers 1.3 Contractor Selection and Tender Evaluation Criteria
2.2.2. Description of Services including :
Appendix 1 Existing operations and activity levels Appendix 2 Sample delivery schedules
3.3.3. Conditions of Contract for term Services (E(E(Edition(E dition 7 ––– N Novovovov 2010)
4.4.4. Form of Tender / Pricing Schedule
4.1 Form of Tender 4.2 Pricing Schedule and Notes on Pricing
555.5... Information from Contractor
5.1 Main Participating Organisations 5.2 Tenderer’s Management Structure 5.3 Tenderer’s Banking Details 5.4 Freedom of Information Act 2000 Form 5.5 Statement of Non-Collusion
Tender return Label
Appendices
ITT ED4 10
1.1 INVITATION TO TENDER LETTER
To:
Dear
Contract Number & EU Reference Project / Contract: Warehousing and Distribution Services
1 You are invited to submit a Tender in triplicate for the above in accordance with the enclosed Instructions to Tenderers. Your tender must be received by 11.00 hours on 10 th May 2011 and shall remain open for acceptance for not less than sixty (60) days from such date, or in the event that the aforementioned date is extended, the final date for submission of Tenders .
2. You are required to complete and return the Form of Tender together with all appendices attached thereto and all other priced or pertinent documents in accordance with the Invitation to Tender.
3. The Contract Period will be for 3 years and 3 months commencing 1 st November 2011 the expiry date will be 31 st January 2015.
4. For additional information about the contract please contact:
Name: Nigel Frost Address: English Heritage, Fire Fly Avenue, Swindon SN2 2EH
Tel: 01793 414446 e-mail: [email protected]
5. Please ensure that you confirm your intention to submit a tender in the manner and by the time described in the Instructions and Information for Tenderers, item 3.
6. You may also be required to attend an interview if we do hold interviews this will be taking place week commencing Monday 23 rd May.
ITT ED4 10 1.2 INSTRUCTIONS AND INFORMATION FOR TENDERERS
1. Tenders must be submitted in accordance with these instructions and the other documents in the invitation to tender documents (together with all other relevant information required to sufficiently describe the tender fully) not later than the time and date stated in the invitation to tender letter.
Tenders must be enclosed in a plain sealed envelope or package. Please use the enclosed pre-addressed label when sending your tender. The envelope must bear no external means by which the tenderer may be identified.
2. Tenderers must check that all the documents listed in the invitation to tender Documents have been received and are complete in all respects. No claims will be considered by English Heritage arising out of failure to study the details contained herein or to obtain such information, and no tender shall be conditional upon the availability of labour, equipment, offices or any other facilities required to be provided by the contractor in the performance of the contract.
3. Tenderers must acknowledge receipt of the invitation to tender to the signatory on the Invitation to Tender letter by 11 th April 2011 thereby confirming receipt of the invitation to tender documents and their intention to either submit a tender or decline this invitation to tender.
4. Tenders received after the date for receipt of tenders set out in the invitation to tender letter or not strictly in accordance with these instructions, may, at the sole discretion of English Heritage, be disregarded and returned.
5. Tenderers shall bear all their own costs and expenses incurred in the preparation and submission of the tender.
6. If Tenderers have any queries or requests for further information they must be submitted to the signatory on the Invitation to tender letter by email, in time to enable a considered response, not less than 6 days prior to the date for receipt of tenders. Questions and answers will be circulated to all Tenderers.
7. No alterations or qualifications to any of the invitation to tender documents shall be made unless they have been notified in writing by English Heritage.
8. English Heritage does not bind itself to accept the lowest or any tender.
9. Tenders are to be submitted in triplicate . Tenderers are to mark the original of the documents 'Original'. The remaining sets are to be marked 'Copy'.
10. Tenderers shall treat the invitation to tender documents as confidential and restrict their circulation and distribution to a 'need to know' basis within the Tenderer’s organisation. Tenderers shall not disclose their tender in whole or in part to any third party prior to either the award of a contract by English Heritage or receipt of
ITT ED4 10 notification that the tender has not been accepted as the case may be.
11. Not withstanding the terms of the Freedom of Information Act 2000 (see paragraph 18 below), English Heritage will not disclose information submitted with the tender to any third party; will treat such information as confidential and restrict its circulation on a "need to know" basis. English Heritage may use basic information, after the award of tender in notification and debriefing letters to Tenderers
12. No tender nor any part of it shall be deemed to have been accepted unless such acceptance shall have been notified to the tenderer in writing by English Heritage.
13. Tenders shall remain valid for acceptance for a period not less than sixty calendar days from the final date for submission of tenders.
14. All communications in respect of this invitation to tender must be solely with the signatory on the invitation to tender letter. Tenderers are cautioned that any other communications whether or not in writing, shall not form part of any contract and may result in your tender being disqualified.
15. Tenderers are to return, with their tender such planning information and charts as described in the invitation to tender, and (where applicable), this shall be related to the milestones in the Pricing Schedule. This information shall, when agreed with the Contract Manager, form part of any contract.
16. Tenderers are to return with their tender proof of qualification for all professional staff they propose to use for the execution of the contract.
17. It is the Tenderer’s responsibility to familiarise itself with the work to be performed, contract conditions, location of work, programme and all other matters requiring consideration in order that the tender will be firm and comprehensive.
18. Freedom of Information Act 2000
18.1 Public Authorities are committed to open government and to meeting their responsibilities under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004. Accordingly, all information submitted to a public authority may need to be disclosed by the public authority in response to a request under the Act. English Heritage may also decide to include certain information in the publication scheme that we maintain under the Act and the Regulations.
18.2 If Tenderers consider that any of the information included in their tender is commercially sensitive, it should be identified and an explanation given (in broad terms) of what harm may result from disclosure if a request is received and the time period applicable to that sensitivity. Please use Section 5.4 of this Invitation to Tender for this purpose.
18.3 Tenderers should be aware that, even if they have indicated that information
ITT ED4 10 is commercially sensitive, English Heritage may be required to disclose it under the Act or the Regulations if a request is received. Please also note that the receipt of any material marked “confidential” or equivalent by the public authority should not be taken to mean that the public authority accepts any duty of confidence by virtue of that marking. If a request is received, English Heritage may also be required to disclose details of unsuccessful Tenderers.
20. Tender Evaluation Criteria
20.1 The criteria detailed in 1.3 are those by which tenders and Tenderers will be evaluated leading to an award of contract under the EU Regulations on Public Procurement. No other criteria will be used in the evaluation process. It is the Tenderer’s responsibility to submit with their tender information requested which will enable the evaluation to be carried out fully. Unless specified otherwise in the OJEU Notice, the selection will be based on the Most Economically Advantageous
21 Documents to be submitted with your tender submission
The following documents / information must be returned with your tender submission as English Heritage’s evaluation of your tender will be based on this information.
Provide a comprehensive description of the manner in which the contract is to be performed please ensure this is done in relation to the Description of Services at section 2 of this document. This description must also include the following details :
1. Site / Warehouse details :
• Details of space and facilities, storage space and handling equipment to be allocated by activity (ie goods in, general storage, temperature controlled storage, security area, order assembly etc)
2. Transport and delivery services :
• Provide details of how you intend to provide a delivery service based on the site restrictions detailed in the sample deliver schedules at Appendix 2 • Provide details of your process and policy for the return of packaging and other materials • How you intend to provide and maintain a high standard delievery service applicable to both directly supervised staff and sub contracted staff.
ITT ED4 10 3. Operational activities:
• Provide details in addition to the description of service section 2 on how you envisage dealing with goods receiving, stock control, pick and pack, distributions, returns, damage and event management etc.
4. Customer Services and management information
• How do you intend allocating staff to customer services, such as answering phones, dealing with English Heritage queries etc. • Provide details / formats on the type of management information you will be providing as part of the service, how do you intend monitoring and reporting KPIs and service levels achieved
5. Implementation :
• Provide details of the implementation and handover process from the current to a new supplier.
ITT ED4 10
1.3. IIINFORMATION INFORMATION TO BE SUBMITTED BY THE CONSULTANT/CONTRACONSULTANT/CONTRACTORCTOR (SELECTION/QUALIFICATION CRITERIA) AND TENDER EVALUATION / AWARD CRITERIA
111 "Regulation 23" Criteria
For example
- Rejection for Bankruptcy - Grave professional misconduct - Convictions of a business related offence - Non-fulfillment of social security and tax obligations etc.
(and other criteria as stated in the full text of RRegulationegulation 23 of the Public Contracts Regulations 2006).
222 Financial Standing
- Statements of Accounts - Statement of Turnover for previous three years - Evidence of professional risk indemnity insurance
333 Technical Capacity/Ability
Services: - Educational/Professional Qualifications - Similar services provided in past three years - Indication of technical bodies or technicians involved in quality control - Average annual manpower/No. of managerial staff - Tools/equipment available - Technical facilities - Description of measures for ensuring quality - Extent of sub contracting envisaged
444 Compliance with Invitation to Tender Documentation (Rejection if tender is not compliant with specifications and/or other substantive requirements)
555 "Quality" Evaluation Criteria
- Consultants appreciation of the Project - Level of anticipated involvement - Approach - Understanding of English Heritage requirements. (NB/ If information has been supplied earlier in the tendering process, there is no need to resubmit, however please confirm this in writing – listing previous submissions).
ITT ED4 10 Tender Evaluation Criteria
Price / Quality Ratio
Quality 65%65%65% Price 35%35%35%
Award Criteria
Criteria Weighting
Comprehensive description on performance of the contract
1. Site facilities Has the Tenderer indicated appropriate working space and facilities, 25% storage space and handling equipment, any computer hardware or software, etc. which is considered necessary for the English Heritage operation. In particular: temperature controlled low dust specialised storage area and an area for the storage of expensive pilferable products.
2. Transport and delivery services Has the Tenderer demonstrated an understanding of the delivery requirements. In particular: appropriate vehicle sizes and ancillary equipment available for deliveries, policies and processes for the return of 25% packaging and other materials; appropriate processes for maintaining high standards of delivery service – applicable to directly supervised staff and sub-contracted services
3. Operational activities: Goods-Receiving, Stock Control. Pick and Pack, Distribution, Returns, Damages, Event Management etc 25% Does the Tenderer demonstrate an ability to manage and maintain processes and procedures in each activity area?
4. Customer Service and Management Information
• Appropriate level of skilled / trained staff allocated to customer services areas 5% • Management Information 5% • Reporting and monitoring of KPIs and service levels 5%
ITT ED4 10
5. Proposals for implementation 10% How satisfactory are the Tenderer’s proposals for implementation
100%
ITT ED4 10 2 DESCRIPTION OF SSERVICESERVICES
2.1 Length of Contract
Start date for commencement of services: 1 November 2011 Start date for stock intake, etc: To be agreed with contractor Contract period: 3yrs 3 months
2.2 Description of Services a) Overview
English Heritage operation consists of the physical receipt, storage and despatch of goods to properties throughout England and other customers. Additional services required are, e- commerce, mail order, account management, stock control & stocktaking, collation of marketing material. There are up to 3,000 products including books, food, jewellery, leaflets etc managed by five departments Retail (prime user of contract), Marketing, Publishing, Education and Heritage open Days. The majority of products are received in multiple quantities and distributed singly. Consequently most stock is broken down into retail units on receipt and subsequently managed as singles. Goods are supplied to the contractor’s premises from approximately 300 different suppliers, national and international, which are distributed by the contractor direct to approximately 140 locations in smaller units. There is also a Mail order and e-commerce operation which processes up to 50 orders a day for delivery worldwide. Additionally there are approximately 2/3 orders per day from internal customers and tourist information centres involving a small volume of goods. English Heritage provides and maintains the hardware and software necessary for the warehouse and ecommerce operations known as the Stock and Sales System (SASS) and Shop Creator respectively. The business is cyclic with high and low seasons for the respective departments, as shown in the table below. Preparation for the high season requires significant quantities of goods to be procured and stored prior to the start of the high season - approximately 3,000 equivalent pallet spaces may be required. Conversely during the low season and prior to stock take the stock levels are low and significantly less equivalent pallet spaces are required. EH proposes to operate with the equivalent of 1,800 pallet spaces with seasonal additional space as required.
Department High Season Low Season Retail (prime user) March to September October to February Marketing March to July August to February Web October to December January - September
The contractor will determine their own business hours of operation, but a core range of hours must be during the operational time of EH. Currently this is between 0900 and 1800, from Monday to Friday, excluding public holidays. These hours may be modified by the Tenderer provided the required KPIs are achieved. Although these quoted volumes are unlikely to change significantly during the course of the
ITT ED4 10 contract, it is possible that other changes may occur to the scope of services to be provided. These will be discussed with the contractor as and when these become fixed requirements. b) Goods Receiving
The contractor will be responsible for safely receiving goods into storage, normally during business hours from Monday to Friday inclusive. Receiving goods includes unloading and handling each delivery, updating operating systems and carrying out procedures of checking for completeness, accuracy of information including bar coding/ labelling, best before date and damages. Evidence of the completeness and accuracy of this checking must be available to representatives of EH at any reasonable time.
The contractor will have prior notice of anticipated deliveries from suppliers through purchase order delivery date on the internal stock control systems. Suppliers do not currently participate in timed delivery systems; therefore the contractor will be expected to accept deliveries from suppliers without prior notice. The introduction of timed bookings could be considered. The contractor's facilities must be capable of handling single delivers of up to 30 x one tonne pallets without adversely affecting standards of operation as detailed elsewhere in this contract. All delivery will require examination for completeness, quality and that documentation is correct e.g. product code, bar code, pack size matches SASS, quantity correct etc. If this examination reveals that more than 5% of the delivery is damaged, faulty or documentation inaccurate, e.g. short delivery then a full check will take place. The contractor will be provided with a shelf life of all food products which must be checked for accuracy upon receipt. Food products received with a short shelf life must be quarantined and reported to EH. Some named products will require 100% checking. These goods will be identified to the contractor in advance, and will be either high value items, or vulnerable to breakage, or dated food products. Once the contractor has been notified of products of high value or vunerable to breakage or dated food products the contractor will keep a record of such and this should be flagged-up as requiring 100% checking. In the event there is a discrepancy or damage of goods EH is to be notified within 24 hours and the goods placed in quarantine. All incoming goods from suppliers should be received and stored in a picking location on EH inventory control and management system (SASS) within 8 hours of receipt. Electronic documentation and tracking of goods require registration of supplier, vehicle registration, and number of parcels/pallets and time of receipt. Returns from sites/events should be received and stored within 48 hrs of receipt. This applies to working days and does not include weekends. Tenderers should indicate their charges for the Goods Receiving operation, either as a cost per carton or as a cost per pallet. Details of monthly volumes (based on 2010 volumes) are attached below.
ITT ED4 10 c) Operations and Space
The contractor is required to provide: modern material handling equipment and such necessary manpower to receive, store and distribute the goods: adequate space to meet EH's seasonal business volume and based on reasonable notice, space in the event of upturn in volume. On average 1,800 pallet spaces or shelving equivalent is required to store up to 3,000 products. Storage facilities will be generally on the contractor's own pallets and racking with smaller stock racking being provided by the contractor for smaller items. The storage environment must be clean, dry, and secure and include a temperature controlled area for the storage of food products at manufacturer’s recommendations. The contractor will obtain details of manufacturer’s recommendations. All goods should be rotated on a “first in first out” basis. Some items of stock will be bulky or awkward shapes. The overall warehouse space will include professionally installed security systems and in particular will have a lockable secure area of approximately 15 sq m (maximum 20 pallet spaces) for high value items and some weapons (decorative swords). Some products are sensitive to temperature and humidity variation. The contractor must ensure that storage of these products complies with manufacturers recommendations. (Current requirements are for a maximum of 10 pallets to be stored at 18°C. There is no requirement for temperature controlled transportation.) In addition to regular orders, EH sites organise major events which require warehouse space for collation assembly and storage of goods and equipment. Equivalent to approximately 30 pallet spaces should be allowed. Beers, wines and spirits are also stored, normally 15 pallets equivalent but with a maximum of 50 pallets equivalent in total. Books and other publications account for approximately 15% of sales with over 1200 different titles. Tenderers should indicate how they propose to manage seasonal variations in space and stock holding requirements. Storage and stocktaking Great care should be attached to dated food products. These will be checked for "Sell by Date" before distribution to sites. It is mandatory that all food products have a least one- calendar month of shelf life. Products that do not meet with the criteria should not be distributed to EH's sites. The contractor will advise EH of any products not suitable for distribution. Products with a 'best before' or 'sell by' date must be stored with dates clearly visible. EH will require access to its stock during normal business hours. Upon reasonable notice, of not less than twenty-four hours, the contractor will permit suppliers, end customer and or EH to visit, observe or inspect the facilities. The contractor will be expected to provide safe access to all items of stock to EH representatives, (as nominated by the Contract Manager) and to maintain adequate systems in order to quickly locate items on request. Stocks of goods for Retail, Marketing, Publication and Education must be stored separately and easily identifiable. Break pack items i.e. those packs that require opening and a single or multiple items removed for despatch, are stored separately, correctly labelled and correctly logged onto SASS. Annual stock counts are required, these are organised at the year end (EH will give the contractor at least eight weeks notice of the date of each schedule count) and are to be
ITT ED4 10 carried out during normal working hours. (Normal warehousing operations will be suspended for up to seven days to facilitate the count.) The contractor will be responsible for having written procedures for the conduct of the count, and for providing and training adequate number of personnel to achieve the count within the specified time scale. EH reserve the right to visit at any time during the stock take in order to audit the accuracy and completeness of the count. Additional interim or cyclical counts should also be carried out. The contractor should suggest the count frequency and management for approval by EH in advance of the contract start. For all costs relating to space utilisation, stock management, storage and counting, Tenderers should indicate the cost per pallet location equivalent on the Price Schedule. Insurance Comprehensive stock insurance is required, up to a value of £1.5 million. The contractor will show evidence of maintaining adequate insurance to cover all activities associated with this contract, including any loss or damage to EH property and will be able to demonstrate compliance with all current health and safety legislation as it applies to the operation of this contract. Tenderers should indicate the estimate cost of insurance in the Price Schedule. d) Pick and Pack Retail Retail orders are received as an Excel spreadsheet via email from each EH site, to a fixed pre-agreed schedule. Orders are collated and uploaded onto the SASS system using an existing methodology (Excel macro). Orders are to be checked and monitored. New products will be allocated out to sites on instructions received from EH Swindon and integrated into the regular order via the SASS system. On receipt of the instruction from EH via email, the contractor will locate, pick and pack the required items for distribution, subsequently updating the stock records on SASS. Packaging materials are to be supplied by the contractor. The quality of packing should be such that it will minimise damages in transit, and subsequent claims and re-deliveries at the contractor's expense. Suppliers’ own cartons may be re-cycled for distribution packaging, although there will be some requirement for additional cartons and for filling materials. Tenderers may propose alternative packing methods/materials if appropriate. The collection of packaging materials from certain larger sites will be required (to be specified). The contractor will collate goods for the same site onto the minimum number of pallets/boxes and vehicles. The contractor will be proactive and aware that orders processed on a different day should be incorporated into the delivery frequency scheduled for that site. There should not be a special delivery unless approved by EH in writing. In order to discharge a duty of care towards EH site employees who will subsequently handle deliveries, the maximum weight for a single packed parcel should not exceed 10kg. The exception to this rule is when unit packs, which cannot be broken down, are supplied to the contractor in unit packs that exceed this weight, and then these parcels can be despatch in their original packaging . The contractor must ensure that the packs are marked with a warning of 'Heavy'. The operator must conform to current health and safety regulations at all times.
ITT ED4 10 Tenderers should indicate a picking and packing cost per order in the Price Schedule.
Publications From time to time, the contractor will be required to assemble and collate new member packs from materials supplied. In addition, the coordinated distribution of seasonal publications and marketing materials will be required. These requirements will be agreed in advance by EH.
Web Orders / Mail Order There are 10 to 15 orders per day up to the Christmas period when the orders will increase to between 50 and 100 orders per day. These orders range from single items for private individuals to larger, complex orders for companies and other institutions. For e-commerce, mail order, customer services department and other direct dispatches, orders should be entered, picked and ready for dispatch within two working days of receipt of the order. A smaller volume of dispatches will be sent on a next day delivery basis, the cut off time for next day service is midday. The contractor will operate a dedicated telephone order-taking service for use by the general public and by some EH departments. On average 15 calls per day; 5 of these will be retail sales, 6 will be for free publications and the remaining 4 will be general queries. There is also a requirement to operate and maintain a credit card process system which is PCI compliant. All Mail Order sales are recorded and processed on an accounts package (Sage) to track payments and credit chasing. The accounts package must be maintained with up to date product information, prices, tax codes etc. Reporting and credit chasing processes are required. Packaging materials are to be supplied by the contractor. The quality of packing should be such that it will minimise damages in transit, subsequent claims and re-deliveries at the contractor's expense. Tenderers should indicate a picking and packing cost per order in the Price Schedule. Tenderers are invited to propose alternative charging mechanisms for these services if a per-order charge is not appropriate.
Event Orders During the course of each year EH will require special Events to be managed. The contractor will be required to supply additional services specific to the event. Therefore there needs to be a flexible approach to the provision of additional services. These can include: the assembly and delivery of large one-off orders, often to specific locations; labelling and pricing of individual items; collection and processing of significant quantities of returns; management of special event-specific equipment (e.g. stands, displays, mobile tills, etc); weekend working. The charging for these activities is usually agreed on an event-specific basis. Tenderers are asked to indicate an hourly charge for these activities.
ITT ED4 10 e) Distribution
Distribution will take place in accordance with a EH pre-set schedule of weekly and monthly deliveries to EH sites. (See example below) In the event of changes to this schedule, EH will supply information to the contractor at least two working days before dispatch is due to enable the process to take place. At the start of the contract, revisions to the delivery schedule can be requested by the contractor. Once agreed, the contractor must adhere to the delivery frequency schedule unless mitigating circumstance demand otherwise. Any revised delivery date and time must be agreed with an EH authorised site person 24 hours before delivery takes place. Also, the contractor shall advise the Contract Manager at EH Swindon within twenty-four hours of changes to the delivery schedule. Scheduled deliveries are presently divided into the categories shown in the table below, of which 80% is for Retail department. The future target is for all mainland deliveries to be within 4 working days of receipt of order. All sites are contacted and a date and time agreed prior to schedule delivery taking place. Normal delivery hours are between 10am and 4pm. All deliveries must be signed for by an EH authorised person. EH will change the frequency of deliveries if business circumstances dictate. It is currently envisaged that there may be an increased requirement for Saturday site deliveries, particularly during the low season. High Season Low Season Number of Number of Frequency of Delivery Sites Sites Weekly 28 6 Fortnightly 54 13 Monthly 24 45 Upon Request 0 13
The contractor must ensure that appropriate insurance is provided to cover the stock in transit, including the transportation of wines and spirits. Delivery locations are subject to a number of access restrictions, details are provided below, additional restrictions may include flights of steps, distances not accessible by vehicles, entrances that are difficult to locate. It is essential that all efforts are made to ensure that the appropriate delivery method is chosen to comply with these restrictions. In addition, some sites have multiple delivery points, orders must be separated and deliveries made to each individual delivery point as per instructions provided by EH. The contractor must ensure that delivery drivers, including local sub-contractors, if used, are fully aware of all these requirements. Waste packaging is returned from 4 key sites (Stonehenge, Dover, Osborne and Carisbrooke) to the Distribution Centre. There are no arrangements currently in place for the return of packaging waste from any other sites. Tenderers should indicate the delivery charges for these retail orders in the Price Schedule. The distribution requirements for other deliveries (to approximately 600 customers and other institutions as well as private individuals) are arranged as required. Standard parcel carriers and Royal Mail services apply. Overseas deliveries may be required for Mail and Web orders. Tenderers should indicate their delivery charges for UK standard and Next Day delivery
ITT ED4 10 services. Overseas deliveries will be addressed individually. f) Returns, damages and stock losses Incomplete or damaged goods received by the contractor on behalf of EH As a result of checking by the contractor the Contractor will notify EH and/or its supplier of any goods received damaged, within two working days of receipt. The contractor will segregate and account for such items, leading to their ultimate return or destruction and credit to EH where appropriate. The contractor must not accept any damaged or evidence of incompleteness of the goods without the approval of EH. EH must be informed immediately with details of exceptional cases, e.g. high value or a large quantity missing. In all cases the contractor will use their best endeavours to resolve the issue before informing EH. All short deliveries should be notified to EH within 24 hours of receipt.
Goods delivered damaged by (or on behalf of) the contractor Where an EH site reports stock damages or shortages, the contractor will be informed within ten working days. If, in the opinion of the EH Contract manager the loss is the responsibility of the contractor, the contractor will arrange for appropriate credit in favour of EH, within 30 days of the shortage or damage being notified. The contractor will provide a weekly report on claims/damaged goods and investigate the root cause of those requested by EH. If the root cause is shown to be the contractor’s responsibility then EH reserve the right to charge for the damage.
Returned Goods and Equipment from Events Goods received damaged by the contractor on behalf of EH or Goods delivered damaged by (or on behalf of) the contractor from or to Events & will be processed and treated as described above.
Other Returns Very rarely goods may be returned from EH sites. These returns must be agreed in advance.
Stocktaking and stock losses The contractor will be held responsible for all unidentified stock losses.
2.3 Contract management
EH believes the key to a successful and mutually profitable partnership is a structured, yet open relationship, between the contractor and the client based on timely and accurate information and operating performance measurement. To this end it will be necessary to introduce a formal process. This process will involve a programme of reviews, normally monthly except during periods of low activity. The review meeting will be between the Tenderer’s nominated representative
ITT ED4 10 and a nominated representative from EH who will be the key contact for all communications. This meeting will review the previous period’s performance and any operational problems.
Tenderers should include all management fees and costs in the most appropriate section of the Price Schedule.
2.4 Performance measurement The types of performance measurement that should be included are: - • time taken to book in product after receipt. • accuracy of picking • stock accuracy • level of damages • timeliness of deliveries • incidence of incorrect or non delivery • processing site paperwork
2.5 Service requirements Proposed service requirements for intake are as follows: - Unloading and put away time (goods receipt to EH notification): 8 hrs Unloading and putaway time for site/event returns 48 hrs The proposed service requirements for picking orders is that those received by midday day 1 to be picked and available for despatch on day 2.
2.6 Service levels Proposed service levels are as follows: - Put away on time (goods receipt to EH notification) 99.0% Picking and despatch on time 99.0% Stock accuracy errors (units adjusted as a % of units 1.00% stocked) Pick accuracy (units picked as % of total to be picked) 99.5% OTIF On time in full delivery (actual v. promised) 99.0% Site paperwork processing with agreed timescales 99.0%
Performance reporting The contractor should provide details of regular Management Reports to be provided, as well as any additional performance measures they are able to monitor.
2.7 Implementation
The smooth handover from the existing Contractor to the new Contractor is critical. The Tender should include a description of how the changeover would take place including but not limited to setting up of premises, intake of staff, training, etc.
ITT ED4 10
There are also a number of one off costs including but not limited to project management, cost of transporting goods from the old site to new, unloading checking and putaway, etc. It would be useful if the Contractor could indicate which costs he would be willing to absorb.
2.8 End of contract
In the event of the contract not being renewed there is a one off cost of despatching the remaining stock in bulk to the new Contractor. It would be useful if the Contractor could indicate the financial arrangement should this event occur.
ITT ED4 10 333
CONDITIONS OF CONTRACT FOR TERM SERVICES (EDITION 7 ––– NOV 2010)
TERMSERV CON ED 7 TABLE OF CONTENTS Clause No. Clause Heading 1 Definitions and Interpretations 2 Designated Representatives 3 Assignment and Sub-Contracting 4 Quality of the Services 5 Commencement 6 Contractors Personnel 7 Variations 8 Instructions 9 Suspension 10 Termination 11 Clearance on Completion 12 Defects Correction Period 13 Payment 14 English Heritage Materials 15 Indemnity 16 Insurance 17 Intellectual Property 18 Liens 19 Visitors 20 Audit Access 21 Laws Regulations and Bye-Laws 22 Health & Safety & Environmental Protection 23 Publicity 24 Confidentiality 25 Waiver 26 Notices 27 Governing Law 28 Entirety 29 Rights of Third Parties 30 Survival
TERMSERV CON ED 7 31 Employees 32 Freedom of Information 33 Biodiversity 34 Right to Publish
TERMSERV CON ED 7 1. DEFINITIONS AND INTERPRETATIONS
(a) For the purposes of the Contract except where expressly stated to the contrary, the following words beginning with a capitals shall have the following meanings:-
English Heritage means the Historic Buildings and Monuments Commission and includes its successors and assignees
English Heritage means all materials, plant machinery, equipment and any Materials other items supplied to the Contractor by English Heritage.
Confidential means any information which has been designated as Information confidential by either party in writing or that ought reasonably to be considered as confidential (however it is conveyed or on whatever media it is stored) including information which relates to the business, affairs, properties, assets, trading practices, developments, trade secrets, Intellectual Property Rights, know-how, personnel, customers and suppliers of either party all personal data and sensitive personal data within the meaning of the Data Protection Act 1998 and commercially sensitive information.
Contract means the documents described in the Form of Tender as forming the Contract or, if there is no Form of Tender , the documents described as forming the Contract in English Heritages written notification to the Contractor of the award of the Contract and these terms.
Contract Period means the period of the time stated in the Contract running from the Date of Commencement.
Contract Price means the sums to be paid by English Heritage to the Contractor for Services carried out under the Contract or each Instruction and calculated in accordance with the Contract Rates.
Contract Rates means the fixed rates and/or prices set out in the Contract.
Contractor means the person, firm or company awarded the Contract by English Heritage and includes the Contractors legal personal representatives, successors and permitted assignees.
Date of Award means the date on which the Contract is awarded to the
TERMSERV CON ED 7 Contractor
Date of means the date on which the Contract Period Commencement commences.
Date for means the date on which the Contract Period expires Completion
Environmental means the Environmental Information Regulations 2004. Information Regulations
FOIA means the Freedom of Information Act 2000 and any subordinate legislation made under this Act from time to time together with any guidance and / or codes of practice issued by the Information Commissioner in relation to such legislation.
Information has the meaning given under section 84 of the Freedom of Information Act 2000.
Instruction means any Instruction given to the Contractor to carry out specific elements of the Scope of Services which shall be issued in the form or manner specified in the Contract but shall always be in writing.
Requests for shall have the meaning set out in the FOIA or any Information apparent request for information under the FOIA, the Environmental Information Regulations or the Code of Practice on Access the Government Information 2 nd Edition).
Scope of means the description of the activities to be performed in Services accordance with the Contract and detailed in the Invitation to Tender and any modification thereof as may from time to time be provided or approved in writing to the Contractor by English Heritage.
Services means the carrying out of the Scope of Services as required under the Contract and detailed in the Invitation to Tender , and/or Instruction including, but not limited to, the provision by the Contractor of all necessary resources including personnel, goods, materials, plant and equipment.
Site means the places where the Services or any part thereof are to be performed.
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(b) Words imparting the singular only also include the plural and vice versa where the context so requires.
2.2.2. DESIGNATED REPREPRESENTATIVESRESENTATIVES
(a) English Heritage may by notice to the Contractor appoint a contract manager (the "Contract Manager") who shall have the authority to act on behalf of English Heritage on such matters in connection with the Contract as shall be specified in such notice. English Heritage may by further notice to the Contractor revoke or amend the authority of the Contract Manager or appoint a new Contract Manager.
(b) Subject to any limitations specified by English Heritage in the notice given pursuant to Clause 2(a) the Contract Manager may from time to time by notice to the Contractor delegate all or any part of his authority to an assistant or assistants (the Contract Managers Assistants). The Contract Manager may by further notice to the Contractor revoke or amend the delegated authority of any Contract Managers Assistant or appoint a new Contract Managers Assistant.
(c) The Contractor shall by notice to English Heritage appoint a representative (the "Contractor Representative") who shall have authority to act on behalf of the Contractor on such matters in connection with the Contract as shall be specified in such notice.
3.3.3. ASSIGNMENT AND SUBSUB----CONTRACTINGCONTRACTING
(a) (i) The Contractor shall not assign the Contract in whole or in part or any benefit or interest therein without the prior written consent of English Heritage.
(ii) English Heritage may assign or otherwise transfer the Contract in whole or in part or any benefit or interest therein to any party subject to providing notice of any such assignment or transfer to the Contractor.
(b) (i) The Contractor shall not sub-contract the whole or any part of the Services including sub-contracting for labour only, without the prior written consent of English Heritage. If such consent is given it shall not relieve the Contractor from any liability or obligation under the Contract and the Contractor shall be responsible for the acts, omissions, defaults or negligence of any sub-contractor, its agents, servants or workmen as fully as if they were the acts, omissions, defaults or negligence of the Contractor.
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(ii) If consent is granted by English Heritage under Clause 3 (b)(i) the Contractor shall ensure that all duties and obligations that the Contractor has under the Contract shall be included to the extent that they may be relevant to those services being sub- contracted by the Contractor in any contract that the Contractor has with any sub-contractor.
4.4.4. QUALITY OF THE SERVICES
(a) The Services shall be carried out in accordance with the Contract and to the satisfaction of the Contract Manager and the Contractor shall use the highest standard of skill and care which is ordinarily exercised by experienced and competent contractors performing services of a similar nature and scope to the Services. Where the Services include the provision of goods, materials or plant these shall be of satisfactory quality and fit for their common or specified purposes.
(b) The Contract Manager may at any time, subject to reasonable notice, inspect any part of the Services and/or English Heritage's Materials.
(c) Notwithstanding that the Services or any part thereof have been the subject of any instruction, review, approval, acknowledgement or inspection, the Contractor shall not be relieved from any liability or obligation under the Contract.
(d) If the Contract Manager serves notice advising the Contractor of any deficiency in the Services the Contractor shall, without prejudice to English Heritages other rights and remedies, promptly remedy the deficiency in the Services as required by English Heritage. All costs of such remedy shall be borne by the Contractor. If the Contractor fails to remedy the deficiency promptly in accordance with English Heritages notice, English Heritage may, without prejudice to any other remedies, terminate the execution of all or any part of the Services in accordance with clause 10(a)(i), or remedy or cause to be remedied any deficiency at the Contractors cost.
5.5.5. COMMENCEMENT
The Date of Commencement date shall be the date notified to the Contractor at the Date of Award of Contract. Thereafter the Contractor shall commence the Services on such dates as shall be notified by English Heritage at the Date of Award of the Contract and/or throughout the Contract Period and thereafter the Contractor shall without delay proceed with the Services.
TERMSERV CON ED 7 6.6.6. CONTRACTORCONTRACTOR’ ’’’SS PERSONNEL
If the Contract Manager shall at any time be dissatisfied for any reason with the performance of any person engaged in the carrying out of the Services, the Contractor shall, if the Contract Manager so requires:-
(i) cease to engage such person in the execution of the Services; and
(ii) promptly provide a suitable substitute at no additional cost to English Heritage.
7.7.7. VARIATIONS
(a) English Heritage may from time to time during the Contract Period vary the Scope of Services. Such variations may include, but are not limited to, additions, omissions, substitutions, alterations, changes in quality, form, character, kind, position, dimension, level or line and changes in any specified sequence, method or timing of the Services.
(b) If the Contractor considers that any directions given under 7(a) above vary the Scope of Services and/or will then or later justify a change to the Contract Rates, the Contractor shall promptly notify the Contract Manager giving details thereof.
(c) Any adjustment to the Contract Rates shall be determined in accordance with the Contract (if applicable). If the Contract shall not provide for such adjustment then reasonable rates/prices shall be agreed by the parties and the Contractor shall provide whatever supporting evidence English Heritage may reasonably require to enable such reasonable rates/prices to be determined.
(d) If:-
(i) under Clause 7(b) English Heritage does not agree that its directions vary the Scope of Services or will reduce or increase the Contract Rates, or
(ii) under Clause 7(c) rates/prices are not agreed between English Heritage and the Contractor,
English Heritage shall notify the Contractor in writing of its reasons. Notwithstanding such disagreement the Contractor shall, unless otherwise notified by English Heritage, carry out such variations without prejudice to any of its other rights under the Contract or at law.
TERMSERV CON ED 7 (e) The Contractor shall carry out any such variations in accordance with the Contract.
8.8.8. INSTRUCTIONS
(a) English Heritage may from time to time during the Contract Period issue Instructions to the Contractor for the execution of all or any part of the Services. The Contractor shall carry out the Services detailed in such Instructions in accordance with the Contract.
(b) All Services carried out other than in strict compliance with the Contract and any Instruction shall be at the Contractors sole risk and expense.
(c) English Heritage may add or deduct from, or in any other way amend any Instruction by issuing a further Instruction which may include, but not be limited to, additions, omissions, substitutions, alterations, changes in quality, form, character, kind, position, dimension, level or line and changes in any specified sequence, method or timing of the Services.
(d) Services resulting from any Instruction shall be invoiced for at the Contract Rates.
(e) The Contractor shall carry out those Services which are the subject of any Instruction in accordance with the Contract.
9.9.9. SUSPENSION
(a) The Contractor shall on receipt of notice from English Heritage suspend the whole of the Services or any part thereof and shall take all measures necessary to protect and secure the same. Following such suspension any additional costs shall be notified to English Heritage by the Contractor together with substantiation thereof to the satisfaction of English Heritage, If, in the opinion of English Heritage, such costs are reasonably and necessarily incurred by the Contractor, such suspension shall be treated as a variation in accordance with Clause 7. The Contractor shall use its best endeavours to mitigate the financial and other effects of such suspension.
(b) Notwithstanding Clause 9(a), no additional costs shall be payable by English Heritage if the suspension arises as a result of any act, omission, default or negligence on the part of the Contractor.
(c) English Heritage may at any time by written notice to the Contractor authorise resumption of all or any part of the suspended Services and the Contractor shall, on being given such notice, promptly resume performance of the Services or part thereof in accordance with the terms of such notice.
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10.10.10. TERMINATION
(a) Either party may terminate the execution of all or any part of the Services forthwith if:-
(i) written notice has been given to the other party of a substantial or persistent breach and the party receiving such notice has failed to (satisfactorily) remedy such breach within the period of 14 days after such notice; or
(ii) the other party:-
- either becomes or threatens to become bankrupt or insolvent or is adjudicated bankrupt or insolvent by a court of competent jurisdiction in its country of incorporation; or
- has a body or person (including, but not limited to, a liquidator, administrative or other receiver or manager) appointed to manage its affairs or assets or its undertakings on behalf of its creditors, members or a court of competent jurisdiction, or
- issues a notice proposing that it be wound up or passes a resolution for its winding up; or
- ceases to carry on all or substantially all of its business or is unable to pay its debts as defined in accordance with relevant legislation (in the case of a company incorporation in England and Wales, within the meaning of Section 123 of the Insolvency Act 1986) including any amendments and re- enactments thereof.
(b) If English Heritage terminates:
(i) all of the Services under Clauses 10(a) or 10(c), English Heritage may require the Contractor to immediately vacate the Site and return all English Heritage Materials.
(ii) all or any of the Services under Clause 10(a) only, but without prejudice to any other rights of English Heritage, the Contractor shall be liable for any additional cost over and above the Contract Price incurred by English Heritage in completing the Services. English Heritage may deduct such additional cost from amounts (if any) as are due to the Contractor or otherwise recover such cost as a debt due from the Contractor.
TERMSERV CON ED 7 (c) Without prejudice to the rights of English Heritage to terminate the execution of all or any of the Services under Clause 10(a) English Heritage may for any other reason whatsoever terminate the execution of the Services or any part thereof at any time by giving not less than 14 days notice to the Contractor and specifying the date from which termination shall be effective. In such event English Heritage shall make reasonable payment to the Contractor for all work performed prior to the date of termination and any approved additional costs necessarily and reasonably incurred by the Contractor as a direct result of such termination.
(d) Any sums recoverable by the Contractor under Clause 10(c) shall not exceed the Contract Price for the Services terminated.
11.11.11. CLEARANCE ON COMPLETION
On completion of the Services the Contractor shall promptly remove from the Site all equipment and clear away surplus materials (other than any surplus English Heritage Materials which shall be returned to English Heritages appropriate store) and rubbish and leave the Site in a clean, safe and tidy condition to the satisfaction of English Heritage's Contract Manager.
12.12.12. DEFECTS CORRECTION PERIOD
(a) On completion of those Services as detailed in each Instruction or all of the Services the Contractor shall, for a period of twelve (12) months, be responsible for repairing or remedying at its own expense and to the satisfaction of English Heritage any defects arising from those Services.
(b) The Contract shall apply to all repairs and remedial work required under the provisions of Clause 12(a).
(c) Performance of the Contractors obligations pursuant to Clause 12 shall be carried out in accordance with the contract and shall not relieve the Contractor from any liability arising out of or connected with its other obligations under the Contract.
13.13.13. PAYMENT
(a) The Contractor shall submit to English Heritage at the address stated in the Contract, detailed priced invoices in accordance with the Contract. The invoices shall not be submitted more frequently than monthly and shall show or have attached all information necessary to support the invoiced amount therein including all relevant time sheets or schedules.
TERMSERV CON ED 7 (b) Unless otherwise specified in the Contract, payment of the Contract Price or part thereof shall be made within thirty (30) days of receipt by English Heritage of the Contractors invoice in respect of such Services carried out in accordance with the Contract. Payment shall not operate as a waiver of any of English Heritages rights under the Contract.
(c) Where the Contractor enters into a sub-contract with a supplier or contractor for the purpose of performing its obligations under the Contract, it shall ensure that a provision is included in such a sub-contract which requires payment to be made of all sums due by the Contractor to the sub-contractor within a specified period not exceeding 30 (thirty) days from receipt of a valid invoice.
(d) All sums payable under the Contract shall be exclusive of Value added Tax which may be added to the invoice where appropriate. English Heritage shall pay to the Contractor all Value Added Tax properly chargeable in respect of the Services, provided that the Contractor gives English Heritage a valid tax invoice in accordance with relevant legislation. The Contractor shall pay all other taxes arising under the Contract.
(e) English Heritage shall unless otherwise specified in the Contract make payment in Pounds Sterling.
14.14.14. ENGLISH HERITAGE MATERIALS
(a) Title to and property in English Heritage Materials shall remain with English Heritage at all times.
(b) Notwithstanding the above the Contractor shall be responsible for any loss or damage to English Heritage Materials whilst in the Contractors care, custody or control.
(c) The Contractor shall, following completion of the Services or an earlier request by English Heritage, return the English Heritage Materials in good condition, fair wear and tear excepted.
(d) English Heritage Materials made available to the Contractor shall be identified in the Contractors records and clearly marked as “the property of English Heritage”.
15.15.15. INDEMNITY
The Contractor shall keep English Heritage indemnified in full and on demand against all liability, loss, proceedings, demands, damages, costs and expenses (including without limitation legal and other professional advisors fee) and all
TERMSERV CON ED 7 economic and consequential loss whether direct or indirect (including without limitation any loss of profit, future revenue, reputation or goodwill and anticipated savings) awarded against or incurred or suffered or agreed to be paid on settlement by English Heritage as a result of any of the events listed below:
a) any claims for infringement of any intellectual property rights of any third party by reason of the use or purchase by English Heritage of the Services save to the extent the same have been supplied in accordance with specifications or designs of English Heritage and against all costs, losses, damages and expenses which English Heritage may suffer or incur as a result (directly or indirectly) of any claims for any such infringement;
b) any royalties being payable to any third party in respect of the Contract or their use by English Heritage.
c) any breach of the Contractors warranty in clauses 4 and 12 above or any other warranty whether express or implied by statute or otherwise;
d) any other breach of the Contract by the Contractor, its employees, agents or sub-contractors (including any failure to comply with any provision as to time) or any defect in the Services for which the Contractor is responsible;
e) any actions, proceedings, claims, and demands by any person, persons or corporation in respect of any damage to property or injury to or death of persons arising out of or in connection with the execution of the Contract by the Contractor or the Contractors sub-contractors on English Heritages premises provided always that nothing herein contained shall render the Contractor liable for any damage to property or injury to or death of any person which arises by reason of the negligence of English Heritage its employees or agents;
f) arising from the use or operation of any of English Heritages property whilst it is in the Contractors possession or control; and/or
g) any loss or damage to any English Heritages property whilst it is in the Contractors possession or control.
16.16.16. INSURANCE
(a) The Contractor shall effect and maintain and shall require its sub- contractors to effect and maintain throughout the Contract Period and Defects Correction Period insurance policies with insurers under forms of policies satisfactory to the English Heritage which shall include, but not be limited to, the types and amounts set out in Clause 16(d). Such policies shall contain a waiver of subrogation rights in favour of English Heritage which reflect the provisions of Clause 15. The Contractor shall bear any and all excesses, deductibles or franchises incorporated therein.
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(b) The Contractor may be requested to provide English Heritage with certificates of insurance. Certificates shall be provided within fifteen (15) days of such request. Failure to provide such certificates may be taken by English Heritage to indicate that the Contractor has failed to meet its obligations to provide the insurance cover required under the Contract. The Contractor shall also provide English Heritage with updated Certificates on the renewal anniversary of any policies required hereunder.
(c) The Contractor shall give immediate written notice to English Heritage and all insured parties in the event of cancellation or material change which may affect English Heritages or any insured party's interest.
(d) The insurance policies referred to in Clause 16(a) are:-
(i) insurance in accordance with workman’s compensation and occupational disease laws and employers liability insurance for an amount of not less than five million pounds (£5,000,000) per occurrence or series of occurrences arising from the one event, which shall comply with all applicable laws. Such insurance shall cover all employees of the Contractor or sub-contractor engaged in the performance of the Contractor obligations under the Contract, and shall contain an indemnity to principals’ clause.
(ii) general third party insurance with a combined bodily injury and property damage limit of not less than five million pounds (£5,000,000) or such other sum as may be specified by English Heritage per occurrence or series of occurrences arising from the one event. Such insurance shall contain an indemnity to principals’ clause.
17.17.17. INTELLECTUAL PROPERTY
(a) All patents, copyright, design rights and other intellectual property or proprietary rights in all documents (including, but not limited, to, drawings, designs, specifications, reports, working notes and manuals), models, transparencies, prints, photographs, negatives, tapes, discs, digital media, software information or other items prepared or developed by the Contractor under or in connection with the Contract, or prepared or supplied by English Heritage to the Contractor shall remain or be assigned to English Heritage as the context requires and, where applicable, the Contractor waives and shall procure from any third party the waiver of the exercise against English Heritage of all moral rights therein.
(b) All originals and copies of the items referred to in Clause 17(a) shall be delivered to English Heritage on completion or termination of the Services or earlier upon receipt by the Contractor of English Heritages notice and
TERMSERV CON ED 7 the Contractor shall be required to certify that none are retained in its possession.
18.18.18. LIENS
The Contractor shall protect and hold all property and intellectual property of English Heritage free from all liens, charges and other encumbrances.
19.19.19. VISITORS
(a) The Contractor shall obtain the written approval of English Heritage before bringing visitors on to the Site or allowing access by persons to the Site or English Heritage Materials other than those directly employed upon the Services.
(b) The Contractor shall ascertain from English Heritage any regulations and requirements with which visitors must comply and the Contractor shall make these known to any visitors before their entry onto the Site. The Contractor shall require all visitors to sign an appropriate record.
20.20.20. AUDIT ACCESS
The Contractor shall maintain accurate records relevant to the Contract and shall permit English Heritage or its authorised personnel and/or agents access at all reasonable times to such records.
21.21.21. LAWS REGULATIONS AND BYEBYE----LAWSLAWS
(a) The Contractor shall observe and comply with all statutes and regulations together with any bye-laws and regulations of local, statutory and other authorities applicable to the Services.
(b) The Contractor shall observe any rules of English Heritage applicable to the Site of English Heritage.
22.22.22. HEALTH AND SAFETY AND ENVIRONMENTAL PROTECTION
(a) The Contractor shall comply with the Health and Safety at Work Act 1994 and subject to any express requirements to the contrary in the Contract comply with the following provisions of this clause in addition to any other requirements of the Contract and nothing in this clause shall derogate from the obligations of the Contractor to comply with its statutory responsibilities insofar as they relate to the Services.
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(b) The Contractor shall in relation to all persons affected or likely to be affected by the execution of the Services take such steps as are reasonably practicable to ensure their health and safety.
(c) The Contractor shall carry out such tests and examinations of equipment, plant and materials as may be necessary to ensure the health and safety of anyone who is in, or is likely to come into contact with, or otherwise be affected by the use of such items.
(d) The Contractor shall make available for inspection by English Heritage at all times all registers, records and any other documentation concerning health and safety and/or environmental matters and relating to the Services.
(e) The Contractor shall send to English Heritage a copy of every notice or other communication received from or sent to any person or body concerning health and safety and/or environmental matters and relating to the Services.
(f) The Contractor shall give English Heritage written notice within a reasonable time prior to the removal from and/or delivery to the Site of anything which is toxic or explosive or otherwise hazardous to the health or safety of persons, property or the environment. The notice shall identify the hazard(s) and give full details of the precautions to be taken when using, handling or otherwise coming into contact with such thing together with details of the safe manner of use, handling, transport and storage. The Contractor shall also ensure that at the time of removal and/or delivery every such thing is suitably packed and is identified on the outside as hazardous.
(g) The Contractor shall use the best practicable means to prevent noxious or offensive emissions (including noise) while in the course of executing the Services and shall render harmless and inoffensive such emissions that cannot be prevented
(h) The Contractor shall not treat, keep or dispose of any waste produced by the Contractor as a result of the Services in a manner likely to cause harm to the health and safety of any person or harm to the environment and shall comply with every statutory duty which is relevant.
(i) During the execution of the Services the Contractor shall take such steps as are reasonably practicable to avoid (or, where avoidance is not possible, to minimise) harm to the environment.
(j) The Contractor shall take a positive approach to the protection of the environment insofar as it relates to or is connected with the Services.
TERMSERV CON ED 7 (k) The Contractor shall ensure that all sub-contractors comply with the provisions of this clause.
23.23.23. PUBLICITY
The Contractor shall obtain written approval from English Heritage prior to taking photographs or making publicity releases or announcements including advertisements or erection of signs on the Site regarding either the Contract or the activities of the Contractor relating to its participation in the Contract The Contractor shall not either during the Contract or at any time after termination (however arising) issue or publish or cause to be issued or published any comment or statement or make any use or allow any use of any trademarks, brands or logos owned by English Heritage without first obtaining the written approval of English Heritage.
24.24.24. CONFIDENTIALITY
(a) The Contractor shall keep confidential all information connected with the business of English Heritage or which comes to the Contractors knowledge under or as a result of the Contract and shall not disclose it to any third party or use it other than for performance of the Services except:-
(i) with the prior written agreement of English Heritage, or
(ii) by requirement of law.
(b) The provisions of Clause 24(a) shall not apply to such information if it is:-
(i) in the public domain otherwise than by failure of the Contractor to comply with Clause 24(a), or
(ii) in the possession of the Contractor before these confidentiality obligations came into effect, or
(iii) obtained from a third party who is free to disclose the same.
(c) If the Contractor enters or has entered into a separate confidentiality agreement with English Heritage, the terms of such confidentiality shall take precedence over this Clause 24.
(d) The Contractor shall ensure that the terms of this clause are known to and complied with by its employees and Sub-contractors and shall provide to English Heritage a declaration to this effect within 7 days of the award of the Contract.
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25.25.25. WAIVER
(a) The Contract shall not be waived in whole or in part except where agreed by both parties in writing.
(b) The non-enforcement of any of the terms of the Contract by either party shall not be construed as a waiver of any of that party's other rights.
26.26.26. NOTICES
All notices shall be given in writing and be delivered by hand or sent by telex, facsimile or recorded delivery post to the address of the relevant party as stated herein or to any subsequently notified address. Any notice sent by telex or facsimile shall be deemed to have been served at the time of transmission. A notice sent by post shall be deemed to have been served on the next working day after posting.
27.27.27. GOVERNING LAW
(a) The Contract shall be governed by and construed in accordance with English Law.
(b) In respect of any dispute under or arising out of the Contract, the parties hereto agree to submit to the exclusive jurisdiction of the English Courts.
28.28.28. ENTIRETY
(a) The Contract comprises the entire agreement between the parties to the exclusion of all other terms and conditions and prior or collateral agreements, negotiations, notices of intention and representations and the parties agree that they have not been induced to enter into the Contract on the basis of any representation. Furthermore, the parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth in the Contract and no amendments to the Contract, other than variations to the Scope of Services and/or Contract Rates in accordance with Clause 7, shall be binding on either party unless in writing and signed by an authorised representative of each party. Nothing in this clause shall prevent either party claiming from the other for fraudulent misrepresentations.
(b) If any provision of the Contract is ruled to be invalid for any reason, that invalidity will not affect the rest of this Contract which will remain valid and enforceable in all respects.
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29.29.29. RIGHTS OF THIRD PARTIES
(a) A person who is not party to this agreement shall not have any rights under or in connection with it by virtue of the contracts (Rights of Third Parties) Act 1999 Except where such rights are expressly granted by this Clause 29 but this does not affect any right or remedy of third party which exists, or is available, apart from the Act.
(b) The rights of the parties to terminate, rescind or agree any variation, waiver or settlement under this agreement is not subject to the consent of any person that is not party to this agreement.
(c) The Supplier agrees that the Secretary of State for Culture, Media and Sport shall be entitled to the benefit of the contractual obligations of the Supplier as set out in clauses 3, 4, 12, 14, 15, 16, 18, 23 and 24 (and any variation to those clauses that may be agreed from time to time) as if references therein to English Heritage were references also to the Secretary of State for Culture, Media and Sport in addition to and separate to the obligations owed by the Supplier to English Heritage under those clauses.
30.30.30. SURVIVAL
The provisions of clauses 15, 17, 20, 23, 24, 29, 31, 32 and 34 shall survive the expiry or termination of the Contract however arising.
31.31.31. EMPLOYEES
(a) English Heritage and the Contractor recognise that the Transfer of Undertakings (Protection of Employment) Regulations 1981 (TUPE) may apply in respect of the award of the Contract. In recognition of this the Contractor agrees that where notified in writing by English Heritage to do so, the Contractor shall provide Employee Information to English Heritage.
(b) Where in accordance with Clause 31 (a) the Contractor has received notification requiring it to provide Employee Information to English Heritage. English Heritage undertakes not to disclose unless required by Law to do so, the Employee Information (or any part of that Employee Information) to any person other than:
(i) a Prospective Tenderer; or
(ii) any person who is a servant, agent (including legal adviser) of the Prospective Tenderer who has undertaken not to disclose that Employee Information unless required by Law so to do.
TERMSERV CON ED 7 (c) Where Employee Information has been provided in accordance with Clause 31.(b) the Contractor shall within 14 (fourteen) days of any change to or discovering new Employee Information:
(i) inform English Heritage of any change to the Employee Information provided or provide any new Employee Information not provided previously;
(ii) use it best endeavours to clarify any matter upon which clarification is requested by English Heritage ; and
(iii) use its best endeavours to co-operate with any other reasonable request made by English Heritage concerning Employee Information or the Contractor’s Employees.
(d) Unless required by Law to do so, English Heritage shall not disclose Employee Information (or any part of that Employee Information) to any person other than a person who is an employee, legal adviser, agent or other representative of English Heritage, or who is a Prospective Tenderer.
(e) For the purposes of the Clause, Employee Information means written details of:
(i) the number of employees whose employment and other rights would be protected under the Transfer of Undertakings (Protection of employment) Regulations 1981 were to apply to a transfer of work form the Contractor to the Prospective Tenderer;
(ii) for each employee who falls within the scope of Clause 31.(e)(i) the employee’s age, gender, salary, any pay settlement covering future dates which has already been agreed by the Contractor and any redundancy entitlement;
(iii) information relating to or connected with the terms and conditions of the Contractor’s contracts of employment with employees falling within the scope of Clause 31.2(d)(i) including details of terms incorporated from any collective agreement, any outstanding or potential liability for past breaches of such agreements, any outstanding or potential statutory liability (for example any claim for unfair dismissal or discrimination) and any other information as English Heritage may reasonably require in relation to the Contractor’s employees (other than the name or other details which enable any employee to be identified UNLESS both the Contractor and that employee have consented in writing to the provision of such details).
(f) In the event that a different organisation is required to take on associated
TERMSERV CON ED 7 work at expiry or termination of this Contract, the Contractor shall co- operate in the transfer and shall execute such documents as may be reasonably required under arrangements to be notified to them by English Heritage to facilitate the transfer. If such transfer of responsibility extends beyond the period of the Contract, the Contractor shall provide as additional requirements at prices proposed by the Contractor and agreed by English Heritage in its sole discretion, any such services as may arise from the transfer.
(g) Transfer of responsibility for buildings, equipment and all other facilities made available to the Contractor (if any) shall be subject to a mutually agreed inventory between the parties at the time of transfer. The transfer shall be arranged between the parties so as to reduce to a minimum any interruption in the work.
(h) The Contractor fully indemnifies and holds harmless English Heritage at all times from all actions, proceedings, claims, expenses, awards, costs and all other liabilities whatsoever in any way connected with or arising from or relating to the provision of information under this clause.
32.32.32. FREEDOM OF INFORMATION
(a) The Contractor acknowledges that English Heritage is subject to the requirements of the FOIA and the Environmental Information Regulations and shall assist and cooperate with English Heritage (at the Contractor’s expense) to enable them to comply with these Information disclosure requirements.
(b) The Contractor shall procure that its sub-contractors shall:
(i) transfer the Request for Information to the Contractor as soon as practicable after receipt and in any event within 2 working days of receiving a Request for Information;
(ii) provide English Heritage with a copy of all Information in its possession or power in the form that they require within 5 working days (or such other period as they may specify) of the request for that Information; and
(iii) provide all necessary assistance as reasonably requested by English Heritage to enable them to respond to a Request for Information within the time for compliance set out in section 10 of the FOIA.
(c) English Heritage shall be responsible for determining at its absolute discretion whether:-
(i) the Information is exempt from disclosure under the FOIA and the Environmental Information Regulations;
TERMSERV CON ED 7 (ii) the Information is to be disclosed in response to a Request for Information, and in no event shall the Contractor respond directly to a Request for Information unless expressly authorised to do so by English Heritage
(d) The Contractor acknowledges that English Heritage may, acting in accordance with the Department of Constitutional Affairs’ Code of Practice on the Discharge of Functions of Public Authorities under Part I of the Freedom of Information Act 2000, be obliged under the FOIA or the Environmental Information Regulations to disclose Information:-
(i) without consulting with the Contractor, or
(ii) following consultation with the Contractor and having taken the Contractor’s views into account.
(e) The Contractor shall ensure that all information produced in the course of the Contract or relating to the Contract is retained for disclosure and shall permit English Heritage to inspect such records as requested from time to time.
(f) The Contractor acknowledges that any lists or schedules provided by it outlining Confidential Information are of indicative value only and that English Heritage may nevertheless be obliged to disclose Confidential Information in accordance with Clause 32 (d).
33.33.33. BIODIVERSITY
The Contractor must take all reasonable steps to minimise and where possible avoid adverse impacts on the environment when performing the contract and to take all reasonable steps to restore, maintain and enhance biodiversity on English Heritage’s estate or any related third party estate.
34.34.34. RIGHT TO PUBLISH
(a) The parties acknowledge that, except for any information which is exempt from disclosure in accordance with the provisions of the FOIA, the content of this Contract is not Confidential Information. English Heritage shall be responsible for determining in its absolute discretion whether any of the content of the Contract is exempt from disclosure in accordance with the provisions of the FOIA.
(b) Notwithstanding any other term of this Contract, the Contractor hereby gives his consent for English Heritage to publish the Contract in its entirety, including from time to time agreed changes to the Contract, to the general public.
TERMSERV CON ED 7 4. 1 FORM OF TENDER
Date:
TO:
Dear
1. We hereby offer to undertake to provide the Warehousing and Distribution Services in accordance with: -
a) The Invitation to Tender Documents, including the Conditions of Contract for Term Services (Edition 7 – Nov 2010)
b) Our Tender and your acceptance thereof.
c) Any amendments to any of the aforementioned documents notified in writing by English Heritage (refs. )
d) This Form of Tender and appendices
e) Section 2 of the Invitation to Tender (Description of Services).
f) Our Freedom of Information Act Statement
g) Anti-collusion statement
For the Rates/Prices as stated in the Pricing Schedule, or such Rates and Prices as may be determined in accordance with the contract.
2. We agree to abide by this Tender for the validity period of sixty (60) days from the final date for submission of Tenders and that it will remain binding upon us and may be accepted at any time before the expiration of that period.
3. Unless and until a formal agreement is prepared and executed, this Tender, together with your written acceptance thereof, shall constitute a binding contract between us and shall be deemed for all purposes to be the Contract Agreement.
4. We understand that you are not bound to accept the lowest or any Tender you may receive and that you will not defray any monies expended by us in tendering
ITT ED4 10 or negotiation of any contract.
5. We confirm that the contents of our Tender have not been agreed or arranged with any prospective competitor or trade association and will not be communicated to any third party.
DATED THIS ...... DAY OF ...... 2011
SIGNED......
STATUS......
ON BEHALF OF......
ADDRESS......
......
TEL NO......
EMAIL ……………………………………………………
ITT ED4 10
4.24.24.2 PRICING SCHEDULE AANDND NOTES ON PRICING
4.2.1 PRICING SCHEDULE
NOTES ON PRICING
1 All sums and rates shall be fixed for the contract term and fully inclusive of all charges, supervision, preliminary costs, payroll costs and out of pocket expenses, of all kinds including printing costs, telephone calls and travel/subsistence expenses necessary for the completion of the Services.
2 Expenditure against any of the provisional sums and rates shall be agreed in advance with the Contract Manager. The Contractor shall not be paid for any such costs howsoever incurred without such approval.
3 Unless otherwise agreed, the Contractor shall only be entitled to invoice for completed activities as identified on the Schedule of Prices.
4 Invoices shall be submitted in the manner and at the times agreed with the Contract Manager, and those invoices which include time charges shall be accompanied by completed standard English Heritage timesheets.
5 Charges to be made against sub-contract provisional sums shall be agreed in advance with the Contract Manager, and shall wherever possible be obtained by competitive tendering. It is incumbent on the Contractor to strive to obtain the best value for money on behalf of English Heritage. The Contract Manager reserves the right to commission these elements of work directly, should he be in a position to obtain a more economic contract.
6 In the unlikely event of anticipated price increases during the contract period please advise the justification for such increases and explain the basis of the increase in relation to known government statistics, e.g. RPI. The final decision on cost increases will be made with contract manager.
7 If it is intended to seek changes resulting from changes in fuel prices you should state the index to be used, e.g. energy quote jha, at the time of quotation and the relationship between fuel and total costs
ITT ED4 10 Service Description Cost per transaction per carton £ - To receive and check all stock from suppliers and book Goods Inwards onto EH system. All services described in Goods Receiving Section 2.2 (b) of ITT per pallet £ -
Storage based on an average of 1,800 pallet locations. All per pallet Storage £ - services described in sections 2.2 (c) of ITT location To provide insurance of stock up to £1.5 million as Insurance Monthly cost described in section 2.2 ( c ) of the ITT Per Hour £ - Miscellaneous Various services are required based on an hourly charge Minimum services Invoice £ - Charge Cost per Out of Hours Occasionally weekend or evening working is requested by hour per £ - working EH person To return waste packaging from 4 key sites (Stonehenge, Per Waste Collection Dover, Osborne and Carisbrooke) to the Distribution £ - Consignment Centre Transfer of Cost associated with transfer of stock to new premises business
Retail Service Description Cost per transaction To pick and pack orders in suitable packaging for despatch Picking and Cost per as requested by EH. All services listed in Pick and Pack £ - Packing Line section 2.2 (d) of ITT Consignment up to 750g £ - Consignment 750g - 1000g £ - Consignment up to 5kg £ - Consignment 5kg - 25kg £ - A standard delivery is from receipt of an order, delivering a Consignment consignment to the customer within five working days. All 25kg - 30kg £ - services listed in Distribution section 2.2 (e) of ITT. Consignment Distribution 30kg - 40kg £ - Consignment 40kg - 50kg £ - pallet 50kg - 300kg £ - pallet over 300kg £ - Surcharge per Isle of White & Lindisfarne deliveries pallet £ - Other surcharges (Stonehenge) Per delivery £ - Other surcharges (Stonehenge) Per pallet £ -
ITT ED4 10
Mail Order Services / Web orders Item Description Cost per transaction Picking and Web Orders - Standard - Pick and Pack Per order £ - Packing Web Orders - Next Day - Pick and Pack Per order £ - Per Web Orders - Standard - UK £ - Consignment Distribution Per Web Orders - Next Day - UK £ - Consignment
Signed …………………………….…… Name………………………………………….
for and on behalf of……………………………………………………………………….
date………………………………………………..
ITT ED4 10 5.5.5. Information
5.15.15.1 Main Participating Organisations/
List here the names of addresses of
(a) The company which will be financially responsible for the (a) contract / order
(b) The company which will be responsible for the execution of (b) the contract (if different from (a)
(c) The company which is the ultimate holding company if (c) different from (a), (b).
5.25.25.2 Tenderer’s Management Structure
Outline of company structure
Details of structure specific to proposed opoperationeration
5.35.35.3 Tenderer’s Banking Details 1. Name and address of your Bank
ITT ED4 10
2. Other details for BACS payments
Account Name:
Account Number:
Sort Code:
Signed …………………………….…… Name………………………………………….
for and on behalf of……………………………………………………………………….
date………………………………………………..
ITT ED4 10 5.5.5.45. 444 Freedom of Information Statement
I confirm that I have read and understood paragraph 18 of the Instructions and Information for Tenderers (Section 1.2).
I would like the following parts of my tender / proposal to be considered as commercially sensitive information: (Please list clearly)
Disclosure of this information may be detrimental to the conduct of my company’s business activities for the following reason:
I require this information to be considered as confidential for …………….years.
I understand that English Heritage may have to release this information if required to do so by law.
Signed………………………………………………..
For and on behalf of………………………………..
………………………………………………………..
Date…………………………………………………..
ITT ED4 10 5.5.5.55. 555 Statement of NonNon----CollusionCollusion
We certify that this is a bona fide tender, and that we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangements with any other person. We also certify that we have not done and we undertake that we did not do at any time before the hour and date specified for the return of this tender any of the following acts:
1. Communicate to any person other than the person calling for those tenders the amount or approximate amount of the tender, except where the disclosure, in confidence, of the approximate amount of the tender was necessary to obtain insurance premium quotations required for the preparation of the tender; 2. Enter into agreement or arrangements with any other person that he shall refrain from tendering or as to the amount of any tender to be submitted; 3. Offer or pay or give or agree to pay or give any sum of money or valuable consideration directly or indirectly to any person for doing or having done in relation to any other tender or proposed tender for the said work any act or thing of the sort described above.
In this certificate, the word “person” includes any person and any body or association, corporate or unincorporated; and “any agreement or arrangement” includes any such transaction, formal or informal, and whether legally binding or not.
Signature ………………………………………………
Position……………………………..
Name in BLOCK LETTERS ………………………………………………….
For and on behalf of …………………………………………………………
Address……………………………………………………………………….
…………………………………………………………………………………
Date……………………………………….
ITT ED4 10
Tender Return Label
CONFIDENTIAL
Project Purchase Name /Ref:
______
Name and Address of person to whom tender is to be returned
______
Received by ______Date ______Time ______
NOT TO BE OPENED BEFORE DATE ______TIME______
ITT ED4 10 Appendix 1
DOCUMENTATION ISSUED WITH INVITATION TO TENDER
Existing operations
In order to familiarise Tenderers with the operation whist minimising the costs involved with visits, there are a number of photographs attached showing examples of the existing operations. These photographs are intended to give guidance only.
Activity levels
Goods – In
All figures relate to activity in 2010. 2011 volumes are expected to be broadly similar. Weekly Weekly Weekly Total Total Minimum- No. Maximum- Average- No. Cartons Pallet for Deliveries No. Deliveries Deliveries for Month Month Jan-10 16 93 55 616 85 Feb-10 50 81 61 737 178 Mar-10 42 51 47 554 106 Apr-10 45 118 83 1128 160 May-10 74 141 108 1391 380 Jun-10 68 106 86 1312 283 Jul-10 78 137 104 1322 252 Aug-10 89 120 104 3445 168 Sep-10 48 77 65 809 89 Oct-10 44 75 61 584 87 Nov-10 46 75 63 742 83 Dec-10 30 52 43 338 77
Storage
Maximum Pallet spaces required 3,000
Average Pallet spaces required 1,800
Pallet spaces required for Food Storage 10 Pallet spaces required for High Value Storage 20
ITT ED4 10 Picking Containers
Outer Packing Percentage Description 90% Recycled Boxes from Deliveries made to the warehouse 5% New Boxes 5% Other - such as poster tubes, jiffy bags etc.
Inner Packing Approximately 25% of the cartons we fulfil we require extra filling material such as polystyrene chips, shredded paper, air packs etc.
Picking volumes by retail outlet All figures relate to activity in 2010. 2011 volumes are expected to be broadly similar.
Picking Volumes Apr – Oct 2010
Data Count Sum of Total Average of No Lines Sum of Total Weight Per Code Site Site Picked Weight in kgs site Order 16 Bessie Surtees House 5 19 50 10 25 Aldborough Roman Town 2 27 24 12 33 Ashby de la Zouch Castle 11 577 1970 179 34 Audley End House 29 2084 12777 441 41 Aydon Castle 7 113 342 49 42 Apsley House 11 412 1527 139 59 Barnard Castle 9 303 839 93 60 St Peters Church 2 7 65 33 61 Battle Abbey 26 2606 11064 426 62 Bayham Old Abbey 7 77 226 32 64 Beeston Castle 24 1087 5207 217 66 Belsay Hall 27 1405 7978 295 70 Berry Pomeroy Castle 12 356 633 53 73 Berwick Barracks 11 217 1157 105 76 Birdoswald Roman Fort 23 970 3381 147 84 Bolsover Castle 24 1751 5297 221 85 Boscobel House 6 312 1230 205 93 Brinkburn Priory 5 92 270 54 96 Brougham Castle 14 250 849 61 99 Buildwas Abbey 5 80 187 37 107 Byland Abbey 5 141 376 75 108 Brodsworth Hall 15 687 3363 224 126 St. Augustine’s Abbey 5 94 587 117 129 Carisbrooke Castle 24 2439 9320 388 130 Carlisle Castle 15 878 4256 284 135 Castle Acre Priory 10 619 1868 187 146 Chester’s Roman Fort 22 1247 5640 256 149 Chiswick House 13 280 998 77 151 Chysauster Ancient Village 12 254 546 46 153 Cleeve Abbey 11 474 1309 119 161 Conisborough Castle 14 795 2384 170
ITT ED4 10 162 Corbridge Roman Site 13 570 1995 153 181 Dartmouth Castle 10 617 2534 253 182 Deal Castle 8 499 1540 193 189 Dover Castle 63 5930 28152 447 192 Dunstanburgh Castle 7 367 3545 506 200 Down House 24 1609 5922 247 217 Eltham Palace 18 1262 4738 263 218 Etal Castle 9 430 1163 129 235 Farleigh Hungerford Castle 9 380 1579 175 246 Framlingham Castle 24 2181 7170 299 247 Furness Abbey 10 347 1113 111 270 Goodrich Castle 24 1513 4506 188 274 Grimes Graves 8 300 1186 148 291 Hailes Abbey 12 426 1008 84 295 Hardwick Old Hall 12 471 1695 141 299 Haughmond Abbey 3 50 92 31 301 Helmsley Castle 14 1072 3356 240 307 Housesteads Roman Fort 10 663 4646 465 340 The Jewel Tower 11 676 2213 201 351 Kenilworth Castle 21 2323 10413 496 356 Kirby Hall 9 369 1448 161 358 Kirkham Priory 4 86 301 75 361 Kenwood House 24 1552 5818 242 376 Lanercost Priory 13 441 1420 109 378 Launceston Castle 11 402 999 91 384 Medieval Bishop's Palace, 11 385 963 88 385 Lindesfarne Priory 25 1548 5405 216 393 Lullingstone Roman Villa 12 1383 3281 273 395 Lyddington Bede House 5 40 67 13 416 Great Yarmouth Row Houses 2 84 454 227 418 Middleham Castle 10 481 1148 115 428 Mount Grace Priory 8 582 2233 279 429 Muchelney Abbey 9 432 1298 144 430 Much Wenlock Priory 11 550 2044 186 434 Marble Hill House 4 79 467 117 466 Okehampton Castle 4 96 409 102 469 Old Sarum Castle 26 1409 7685 296 470 Old Wardour Castle 14 608 2003 143 471 Orford Castle 12 813 2627 219 474 Osborne House 27 5453 26972 999 484 Pendennis Castle 18 1874 5594 311 486 Pevensey Castle 10 423 655 66 487 Peveril Castle 13 853 2911 224 488 Pickering Castle 4 300 832 208 497 Portchester Castle 11 888 3128 284 498 Portland Castle 9 464 872 97 501 Prudhoe Castle 5 90 502 100 518 Restormel Castle 12 476 1351 113 519 Richborough Castle 9 229 749 83 520 Richmond Castle 14 1192 3570 255 521 Rievaulx Abbey 22 1217 5778 263
ITT ED4 10 522 Roche Abbey 5 161 727 145 530 Rushton Triangular Lodge 4 31 120 30 532 Rangers House 2 12 60 30 557 Scarborough Castle 18 984 3509 195 Scarborough Castle EVENT 1 36 213 213 560 Sherborne Old Castle 5 122 340 68 569 Stokesay Castle 24 1469 4777 199 574 Stonehenge 62 6369 61901 998 576 Stott Park Bobbin Mill 4 81 253 63 581 St Mawes Castle 9 612 1887 210 599 Thornton Abbey 4 65 213 53 600 Tilbury Fort 4 241 866 217 601 Tintagel Castle 20 2585 15953 798 603 Totnes Castle 6 84 312 52 608 Tynemouth Priory 10 290 2015 202 641 Walmer Castle 20 1709 5317 266 645 Warkworth Castle 10 552 2310 231 656 Whitby Abbey 55 2339 10186 185 666 Witley Court 13 893 5459 420 669 Wrest Park Gardens 12 375 2468 206 670 Wroxeter Roman City 11 651 2163 197 685 Yarmouth Castle 2 19 117 59 686 Clifford's Tower 25 1087 2777 111 689 York Cold War Bunker 9 39 40 4 797 The Wellington Arch 11 379 1758 160 AUD Audley End House 2 311 2209 1105 BAT Battle Abbey 5 344 2630 526 BEE Beeston Castle 2 42 147 74 BEL Belsay Hall 2 173 1176 588 BOL Bolsover Castle 2 293 1839 920 BRO Brodsworth Hall 2 79 305 153 CAL Carlisle Castle 1 39 390 390 DOV Dover Castle 3 180 1435 478 ELT Eltham Palace 1 202 1318 1318 FRA Framlingham Castle 2 261 1995 998 GYH Great Yarmouth Row Houses 1 67 450 450 KEN Kenilworth Castle 2 286 1475 738 LIN Lindisfarne 1 61 0 PEN Pendennis Castle 4 288 2087 522 PIC Pickering event 1 175 800 800 POR PORTCHESTER EVENT 1 46 80 80 RCH Richmond Castle Event 1 47 879 879 SAR Old Sarum Castle 2 207 1886 943 SCA Scarborough Castle EVENT 1 108 557 557 TYN Tynemouth Priory Event 3 288 2001 667 WAR Warkworth Castle Event 3 177 1476 492 WPH Wrest Park 1 202 1776 1776 Grand Total 1473 92199 419922 35383
ITT ED4 10 Picking Volumes Nov 2009 – March 2010
These volumes are expected to reduce from November 2011 onwards in view of planned changes to opening times.
Data Sum of Total Average Count No Lines Sum of Total Weight Per Code Site of Site Picked Weight in kgs site Order 16 Bessie Surtees House 1 1 1 1 25 Aldborough Roman Town 1 84 191 191 33 Ashby de la Zouch Castle 2 129 288 144 34 Audley End House 12 508 2638 220 41 Aydon Castle 1 95 303 303 42 Apsley House 6 236 1049 175 59 Barnard Castle 3 102 239 80 60 St Peters Church 1 1 0 61 Battle Abbey 16 777 2682 168 62 Bayham Old Abbey 1 167 267 267 64 Beeston Castle 10 432 1842 184 66 Belsay hall 8 331 1902 238 Belsay hall xmas order 2 71 589 295 70 Berry Pomeroy Castle 1 206 390 390 73 Berwick Barracks 1 143 508 508 76 Birdoswald Roman Fort 1 219 596 596 84 Bolsover Castle 6 489 1408 235 85 Boscobel House 1 246 649 649 93 Brinkburn Priory 1 115 277 277 99 Buildwas Abbey 1 43 165 165 107 Byland Abbey 1 63 135 135 108 Brodsworth Hall 8 445 1953 244 126 St. Augustine’s Abbey 2 201 425 213 129 Carisbrooke Castle 10 741 2394 239 130 Carlisle Castle 5 328 1075 215 135 Castle Acre Priory 4 148 498 125 146 Chester’s Roman Fort 4 234 1062 266 149 Chiswick House 1 140 771 771 151 Chysauster Ancient Village 1 173 368 368 153 Cleeve Abbey 1 89 224 224 161 Conisborough Castle 6 204 472 79 162 Corbridge Roman Site 3 88 295 98 181 Dartmouth Castle 2 267 839 420 182 Deal Castle 1 234 610 610 189 Dover Castle 28 1480 8499 304 192 Dunstanburgh Castle 5 101 630 126 200 Down House 9 494 2217 246 217 Eltham Palace 9 511 1715 191 218 Etal Castle 2 202 496 248 235 Farleigh Hungerford Castle 2 304 1266 633 Swindon Retail Sale 1 141 1243 1243 246 Framlingham Castle 9 595 1917 213
ITT ED4 10 247 Furness Abbey 2 139 450 225 270 Goodrich Castle 7 445 1356 194 274 Grimes Graves 1 118 326 326 291 Hailes Abbey 1 83 160 160 295 Hardwick Old Hall 1 115 356 356 299 Haughmond Abbey 1 90 281 281 301 Helmsley Castle 9 320 1046 116 307 Housesteads Roman Fort 3 174 819 273 340 The Jewel tower 5 305 702 140 351 Kenilworth Castle 8 880 2925 366 356 Kirby Hall 4 111 547 137 358 Kirkham Priory 1 108 397 397 361 Kenwood House 14 722 4115 294 KENWOOD HOUSE XMAS ORDER 1 9 0 378 Launceston Castle 1 132 441 441 Medieval Bishop's Palace, 384 Lincoln 2 152 553 277 385 Lindisfarne Priory 4 304 814 204 393 Lullingstone Roman Villa 10 520 1343 134 395 Lyddington Bede House 1 63 92 92 Great Yarmouth Row 416 Houses 1 97 179 179 418 middleham castle 5 211 560 112 428 Mount Grace Priory 3 202 630 210 429 Muchelney Abbey 2 154 739 370 430 Much Wenlock Priory 4 123 392 98 Much Wenlock Priory XMAS STOCK 1 42 361 361 434 Marble Hill House 2 64 127 64 466 Okehampton Castle 1 129 372 372 469 Old Sarum Castle 7 379 1812 259 470 Old Wardour Castle 3 165 488 163 471 Orford Castle 4 277 1023 256 474 Osborne House 12 1169 5016 418 484 Pendennis Castle 8 456 1474 184 486 Pevensey Castle 2 101 272 136 487 Peveril Castle 6 316 1118 186 488 Pickering Castle 1 135 470 470 497 Portchester Castle 5 454 1226 245 498 Portland Castle 1 294 771 771 501 Prudhoe Castle 3 157 596 199 518 Restormel Castle 1 131 356 356 519 Richborough Castle 1 147 374 374 520 Richmond Castle 4 370 979 245 521 Rievaulx Abbey 8 406 1469 184 522 Roche Abbey 1 138 358 358 530 Rushton Triangular Lodge 1 75 141 141 556 Saxtead Green Post Mill 1 35 89 89 557 Scarborough Castle 5 207 864 173 560 Sherborne Old Castle 1 83 181 181 569 Stokesay Castle 4 322 830 208
ITT ED4 10 574 Stonehenge 25 1922 15319 613 Stonehenge-Marquee Order 1 53 625 625 576 Stott Park Bobbin Mill 1 89 240 240 581 St Mawes Castle 4 192 509 127 599 Thornton Abbey 1 15 67 67 600 Tilbury Fort 3 165 387 129 601 Tintagel Castle 8 390 1472 184 603 Totnes Castle 1 152 520 520 608 Tynemouth Priory & Castle 2 40 109 55 641 Walmer Castle 3 223 618 206 645 Warkworth Castle 3 81 297 99 656 Whitby Abbey 7 357 1827 261 WHITBY ABBEY SHOP 2 60 136 68 666 Witley Court 7 299 1210 173 669 Wrest Park Gardens 3 261 952 317 670 Wroxeter Roman City 4 110 525 131 685 Yarmouth Castle 1 59 140 140 686 Clifford's Tower 15 381 857 57 York EH Office 1 58 900 900 797 The Wellington Arch 6 212 674 112 wellington arch 1 50 102 102 BAT Battle Abbey Event 1 47 183 183 DOV Dover Castle 1 254 1286 1286 GYH EH Brooklands Office 1 38 370 370 Har Harrogate Fayre 1 40 656 656 KEN Kenilworth Castle 1 142 887 887 LBP Lincolns Bishop Palace 1 49 1026 1026 LPB Lincolns Bishop Palace 1 1 7 7 WAL Walmer Castle 1 61 323 323 Grand Total 471 29008 117302 249
ITT ED4 10 Appendix 2 Sample delivery schedules
These delivery schedules relate to the season April – October 2010. EH will change the frequency of deliveries if business circumstances dictate. It is currently envisaged that there may be an increased requirement for Saturday site deliveries, particularly during the low season.
Site Site Name Postcode Site Delivery Restrictions Order Day Delivery Day Order Frequency Code Aldborough Roman 025 YO5 9ES None 1st Friday Town Thursday Monthly Narrow gate, wide enough for a 1st & 3rd 042 Apsley House W1J 7NT transit van Wednesday Tuesday Fortnightly Ashby de la Zouch 033 LE65 1BR Transit Van Only 2nd & 4th Friday Castle Thursday Fortnightly 7 tonne lorry weight limit narrow Tuesday (from 1st 034 Audley End CB11 4JF Thursday gateways May) Weekly Narrow gate, wide enough for a 041 Aydon Castle NE45 5PJ 2nd Friday transit van Thursday Monthly 059 Barnard Castle DL12 8PR NO deliveries between 1pm & 2pm 1st & 3rd Monday Friday Fortnightly Low gateway accessible to medium Thursday (after 061 Battle Abbey TN33 0AD Friday sized van trading) Weekly Gateway wide enough for luton sized 062 Bayham Old Abbey TN3 8DE 2nd Monday van Friday Monthly 064 Beeston Castle CW6 9TX None Monday Friday Weekly 066 Belsay Hall NE20 0DX None Wednesday Tuesday Weekly 2nd & 4th 070 Berry Pomeroy Castle TQ9 6LJ Narrow access roads Wednesday Tuesday Fortnightly 073 Berwick Barracks TD15 1DF None 2nd & 4th Thursday Wednesday Fortnightly 076 Birdoswald Fort CA8 7DD 7 tonne lorry Monday Friday Weekly 084 Bolsover Castle S44 6PR None Friday Thursday Weekly 085 Boscobel House ST19 9AR None 1st & 3rd Friday Thursday Fortnightly 093 Brinkburn Priory NE65 8AR Difficult Turning Area 4th Monday Friday Monthly
ITT ED4 10 108 Brodsworth Hall DN5 7XJ Medium Sized Truck Only Friday Thursday Weekly Transit Van Only Needs Trolley to 096 Brougham Castle CA10 2AA 2nd & 4th Monday get stock to shop Friday Fortnightly 099 Buildwas Abbey TF8 7BW None 1st Monday Friday Monthly Large van can pull up to gate on 107 Byland Abbey YO6 4BD 4th Friday appraoch road Thursday Monthly Deliver to bottom of hill. Site transit 129 Carisbrooke Castle PO30 1XY to top TRANSIT VANS ONLY NO Thursday HGV's Wednesday Weekly 1st & 3rd 130 Carlisle Castle CA3 8UR Transit Van Only Wednesday Tuesday Fortnightly 135 Castle Acre Priory PE32 2XD None 2nd & 4th Thursday Wednesday Fortnightly 146 Chesters Roman Fort NE46 4EP Transit Van Wednesday Tuesday Weekly 2nd & 4th 149 Chiswick House W4 2RD Deliver to front of house Wednesday Tuesday Fortnightly Chysauster Ancient 151 TR20 8XA Transit van assist off load Wednesday Village Tuesday Fortnightly 2nd & 4th 153 Cleeve Abbey TA23 0PS Transit Van Only Wednesday Tuesday Fortnightly Unassisted Off Load (55 very steep 686 YO1 9SA Friday York Clifford’s Tower steps) Thursday Weekly 161 Conisborough Castle DN12 3BU None 1st & 3rd Friday Thursday Fortnightly 1st & 3rd 162 Corbridge Roman Site NE45 5NT None Wednesday Tuesday Fortnightly Narrow gate, wide enough for a 2nd & 4th 181 Dartmouth Castle TQ6 0JN transit van Wednesday Tuesday Fortnightly 182 Deal Castle CT14 7BA Have to park on busy road 1st & 3rd Thursday Wednesday Fortnightly 189 Dover Castle CT16 1HU Headroom at gateway 10'9" Monday Friday 8am 1 x Weekly April - Dec - Mar 189 Dover Castle CT16 1HU Headroom at gateway 10'9" Thursday Wednesday 8am 2 x Weekly April - Oct 200 Down House BR6 7JT None Wednesday Tuesday Weekly Deliver to Greives Garage, 192 Dunstanburgh Castle NE66 3XS 2nd & 4th Monday Friday Embleton, Alnwick, NE66 3TT Fortnightly 3.5 tonne bridge limitation Transit Wednesday Pre 217 Eltham Palace SE9 5QE Thursday Van Only 10am Weekly
ITT ED4 10 218 Etal Castle TD12 4TN None 1st & 3rd Thursday Wednesday Fortnightly Farleigh Hungerford 235 BA3 6RS Parking outside gatehouse only 2nd & 4th Thursday Wednesday Castle Fortnightly 246 Framlingham Castle IP13 9BP Transit Van Only Thursday Wednesday Weekly 247 Furness Abbey LA13 0TJ None 1st & 3rd Monday Friday Fortnightly 270 Goodrich Castle HR9 6HY Transit Van Monday Friday Weekly Great Yarmouth Row 416 NR30 2RQ None 3rd Thursday Wednesday Houses Monthly 274 Grimes Graves IP26 5DE None 2nd & 4th Thursday Wednesday Fortnightly 291 Hailes Abbey GL54 5PB None 1st & 3rd Monday Friday Fortnightly 295 Hardwick Old Hall S44 5QJ None 1st & 3rd Friday Thursday Fortnightly Gateway 9' wide, but car park 299 Haughmond Abbey SY4 4RW 2nd Monday Friday outside Monthly 301 Helmsley Castle YO62 5AB None 1st & 3rd Friday Thursday Fortnightly Housesteads Roman Transit Van Only (access via narrow 2nd & 4th 307 NE47 6NN Tuesday Fort track) NO HGV's Wednesday Fortnightly Entrance opposite Queen and Castle 351 Kenilworth Castle CV8 1NE Pub for all deliveries. Intercom on Wednesday Tuesday gate if closed Weekly 361 Kenwood House NW3 7JR Transit Van Only Wednesday Tuesday Weekly 356 Kirby Hall NN17 5EN Big enough for 7.5ft Truck 2nd & 4th Friday Thursday Fortnightly 358 Kirkham Priory YO6 7JS Car park outside gate house 2nd Friday Thursday Monthly 376 Lanercost Priory CA8 2HQ Transit Van Only 2nd & 4th Monday Friday Fortnightly 1st & 3rd 378 Launceston Castle PL15 7DR Luton Size Van Only Tuesday Wednesday Fortnightly Wednesday (Mon 385 Lindisfarne Priory TD15 1UN Deliver to Shutners Thursday dispatch) Weekly Lullingstone Roman 393 DA4 0JA Small bridge& Ford Transit only 1st & 3rd Thursday Wednesday Villa Fortnightly 395 Lyddington Bede House LE15 9LZ Deliver to Kirby Hall 2nd Friday Thursday Monthly Low trees beside road, accessible to 434 Marble Hill House TW1 2NL 2nd Wednesday Tuesday most lorries Monthly 384 Lincoln Bishops LN2 1PU Large transit van only 2nd & 4th Friday Thursday Fortnightly
ITT ED4 10 Palace 418 Middleham Castle DL8 4RJ None 1st & 3rd Friday Thursday Fortnightly Transit Van Only (Gateway 3.2m 428 Mount Grace Priory DL6 3JG wide. Small turning circle at drop off 2nd & 4th Friday Thursday point.) Fortnightly 430 Much Wenlock Priory TF13 6HS Narrow roads transit van only 1st & 3rd Monday Friday Fortnightly Deliver to site through main gate 7.5 2nd & 4th 429 Muchelney Abbey TA10 0DQ Tuesday ton van or smaller Wednesday Fortnightly Narrow bridge suitable for Luton 466 EX20 1JB 2nd Wednesday Tuesday Okehampton Castle Van Monthly Sharp bends on rising road, no 469 Old Sarum Castle SP1 3SD Thursday Wednesday articulated lorries Weekly Sharp bends overhanging trees on 470 Old Wardour Castle SP3 6RR 1st & 3rd Thursday Wednesday approach road - max size transit van Fortnightly 471 Orford Castle IP12 2ND Transit Van 1st & 3rd Thursday Wednesday Fortnightly 474 Osborne House PO32 6JY Site unsuitable for articulated lorries. Thursday Wednesday Weekly Steep approach road to site. Entrance across bridge and through 484 Pendennis Castle TR11 4LP arch: weight limit 8 tonnes. Width Wednesday Tuesday 2.35m height 2.275m TRANSIT VAN ONLY Weekly 486 Pevensey Castle BN24 5LE Narrow Bridge Transit Van Only 1st & 3rd Monday Friday Fortnightly 487 Peveril Castle S33 8WQ Transit Van Only (assist off load) 2nd & 4th Friday Thursday Fortnightly 488 Pickering Castle YO18 7AX none 1st & 3rd Friday Thursday Fortnightly 497 Portchester Castle PO16 9QW Transit Van Only 1st & 3rd Thursday Wednesday Fortnightly Overhanging trees at entrance gate - 1st & 3rd 498 Portland Castle DT5 1AZ Tuesday 12tonne truck max Wednesday Fortnightly 501 Prudhoe Castle NE42 6NA Transit van only 2nd Friday Thursday Monthly 532 Rangers House SE10 8QX none 4th Wednesday Tuesday Monthly 1st & 3rd 518 Restormel Castle PL22 0BD none Tuesday Wednesday Fortnightly
ITT ED4 10 Richborough Roman Can cross grounds with lorry but 519 CT13 9JW 1st & 3rd Thursday Wednesday Fort difficult in wet weather Fortnightly 520 Richmond Castle DL10 4QW Transit Van 1st & 3rd Friday Thursday Fortnightly Transit Van Only (narrow roads, 521 Rievaulx Abbey YO62 5LB bridge approach from Scawton road Friday Thursday has narrow/weight restriction) Weekly 522 Roche Abbey S66 8NW Big enough for 7.5ft Truck 4th Friday Thursday Monthly Rushton Triangular Gateway too small for transit can 530 NN14 1RP 4th Friday Thursday Lodge park in lay-by outside Monthly 556 Saxtead Green post Mill IP13 9QQ None 4th Thursday Wednesday Monthly Gateway restriction - Max Height 557 Scarborough Castle YO11 1HY 1st & 3rd Friday Thursday 3.m Max Width 2.8m Weekly Delivery Tues - Thurs vans ONLY 560 Sherborne Old Castle D19 3SA 4th Wednesday Tuesday no lorry Monthly Transit Van Only (weight limit on 2nd & 4th 581 St Mawes Castle TR2 3AA Tuesday road - access only) Wednesday Fortnightly 60 St Peters Church DN18 5EY None 2nd Monday Friday Monthly 126 St Augustine's Abbey CT1 1TF None 2nd & 4th Thursday Wednesday Fortnightly 569 Stokesay Castle SY7 9AH None Monday Friday Weekly 574 Stonehenge SP4 7DE None Monday Friday 8am 1 x Weekly Dec - Mar 574 Stonehenge SP4 7DE None Thursday Wednesday 8am 2 x Weekly April - Jun/Sep-Oct 574 Stonehenge SP4 7DE None Tuesday Monday 8am 3 x Weekly July/August 576 Stott Park Bobbin Mill LA12 8AX None 3rd Monday Friday Monthly Phone site at least the day before so they can arrange parking. Roads 1st & 3rd 340 SW1P 3JY outside likely to be closed at short Wednesday Jewel Tower notice Tuesday Fortnightly 1st & 3rd 797 W1J 7JZ None Wellington Arch Wednesday Tuesday Fortnightly 599 Thornton Abbey DN39 6TU None 2nd Monday Friday Monthly 600 Tilbury Fort RM18 7NR None 2nd & 4th Thursday Wednesday Fortnightly
ITT ED4 10 601 Tintagel Castle PL34 0HE Transit van only (narrow track) Wednesday Tuesday Weekly 603 Totnes Castle TQ9 5NU Have to park on narrow street 2nd Wednesday Tuesday Monthly 1st & 3rd 608 Tynemouth Priory & NE30 4BZ Medium Sized Truck Only Castle Wednesday Tuesday Fortnightly 641 Walmer Castle CT14 7LJ None Monday Friday Weekly 645 Warkworth Castle NE65 0UJ Luton Size van only 2nd & 4th Monday Friday Fortnightly 656 Whitby Abbey YO22 4JT Transit van best Monday Friday 2x Weekly Apr - Sept 656 Whitby Abbey YO22 4JT Thursday Tuesday 2x Weekly Apr - Sept 666 Witley Court WR6 6JT None 1st & 3rd Monday Friday Fortnightly Deliveries to Wrest Park have to go 669 Wrest Park House & MK45 4HS into the mansion and be delivered 2nd & 4th Monday Gardens into the office Friday Fortnightly 670 Wroxeter Roman City SY5 6PH None 1st & 3rd Monday Friday Fortnightly Narrow Driveway from road wide 685 Yarmouth Castle PO41 OPB 4th Thursday enough for a car. Site has a trolley. Wednesday Monthly
ITT ED4 10