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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire Instructions on Completion of Questionnaire; Within this questionnaire, against each question is an instruction on the expected format of responses. Failure to respond in the required format may lead to disqualification of your tender response. It is therefore important that you follow the specific instructions. If you have any queries about how to respond to any of the requirements within the questionnaire, Tenderers are requested to send a message via the NWDA Tender board at tender.board@nwda.co.uk outlining the details of your enquiry. The last date for receipt of queries/ tender clarification is 5 days before the tender closing date. Tenderers must note: For each question you must confirm you are able to meet each of the minimum requirements as set out in the Invitation to Tender documents. In addition to that we require evidence of systems and processes that demonstrate your ability to provide each of the services required and to the level required. We may also ask you to provide proof that you are currently providing such services to other similar organisations, as part of that evidence, in support of your response. Tenderers must note, a mere statement that the requirement can be met will not be sufficient. You must describe how you will meet the specific requirement. Failure to provide such information may lead to disqualification of the tender. Should you be unable to meet any of the specified requirements then you should clearly state “unable to meet” followed by the reasons why and where possible, offer any other suitable alternative proposals. Answers must be as short and concise as possible and address each point as indicated. Additional supporting documentary evidence must only be attached if considered essential to illustrate the points made. Large amounts of lengthy documents may not be considered. Attachments Any attachments you propose to include as part of/ in support of your response must contain the appropriate question reference number as indicated, and enclosed within square brackets at the beginning of the attached document’s file name e.g. [23]. Failure to do so may mean the attachment may not be read and therefore may not be taken into consideration as part of your tender response. Unnecessary attachments / brochures will NOT be considered.

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire

1

FORM OF TENDER

Please ensure this Form of Tender is completed carefully and signed before returning as part of your submission. TENDERERS MUST RESPOND TO ALL QUESTIONS IN THIS FORM OF TENDER, OTHERWISE THE TENDER RESPONSE WILL BE CONSIDERED INVALID. TENDER FOR: NWDA00287a - SUPPLY AND IMPLEMENTATION OF A HOSTED EXPENSES MANAGEMENT SYSTEM 1.

2.

3.

4.

5.

6.

7.

I/We agree and/or certify that this offer and any Framework Agreement or Contract arising from it shall be bound by the Invitation to Tender Documentation I/We agree and/or certify to supply goods/services of the exact quality, sort and price specified in the Pricing Schedule(s) in such quantities and to such extent and at such times and locations as the Northwest Development Agency (the “Agency”) may direct; I/We agree and/or certify that this offer is made in good faith and that we have not fixed or adjusted the amount of the offer by or under or in accordance with any agreement or arrangement with any other person; I/We agree and/or certify that we will not communicate to any person other than the person inviting these offers the (or approximate amount of) offer, except where the disclosure, in confidence of the approximate amount of the offer was necessary to obtain quotations required for the preparation of the offer, for insurance purposes or for a contract guarantee bond; I/We agree and/or certify that we will not enter in to any arrangement or agreement with any other person that s/he shall refrain from making an offer or as to the amount of any offer to be submitted; I/We agree and/or certify that we will not pay give or offer or agree to pay or to give any sum of money or other valuable considerable directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any offer or proposed offer for the goods/services any act or thing of the sort described in 3, 4, or 5 above. I/We acknowledge that if I/we have acted or shall act in contravention of this Form of Tender, the Agency will be entitled to cancel the contract and to recover from ourselves the amount of any loss and expense resulting from such a cancellation.

Yes/No*

Yes/No*

Yes/No*

Yes/No*

Yes/No*

Yes/No*

Yes/No*

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire 8.

9.

10. 11.

12.

I/We agree that this tender and any contract which may result from it shall be based on this Form of Tender, Terms and Conditions, Specification / Brief attached, Pricing Schedule attached, and our response to this invitation to tender (to the extent to which the Agency may determine in accepting the tender). I/We agree that any other terms and conditions of contract or any general reservations, which may be printed on any correspondence, issued by us shall not be applicable to any contract resulting from this tender. I/We agree to carry out all contracts and/or other awards of business in accordance with the Agency’s standard Terms and Conditions of Contract I/We agree that the rates provided shall be held firm for the first 12 months of the contract period. Following that any requests for price amendments will be submitted to the NWDA in writing accompanied by written evidence to support that request Are you aware of any conflicts of interest between your company and the Agency?

Yes/No*

Yes/No*

Yes/No* Yes/No*

Yes/No*

*Where there is any indication that a conflict of interest exists or may arise, then it shall be the responsibility of the Tenderer to inform the Agency, detailing the conflict in writing as an attachment to this tender. The Agency will be the final arbiter in cases of potential conflicts of interest. Failure to notify the Agency of any potential conflict of interest will invalidate any verbal or written agreement. A conflict of interest is where a person who is involved in the procurement has or may be perceived to have a personal interest in ensuring that a particular supplier is successful. Actual and potential conflicts of interest must be declared by a person involved in a tender process. * Please delete one Note In this Form of Tender, the word 'person' includes any person and any body or association, corporate or unincorporated; 'any agreement or arrangement' includes any transaction, formal or informal and whether legally binding or not.

Signed _______________________________________________________ Full Name (print)________________________________________________ On Behalf of___________________________________________________ Page 3 of 24


NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire Position in Company____________________________________________ Date_________________________________________________________

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire

INTRODUCTION [Q1] Tenderers must confirm that they have read through the ITT documentation, including Statement of Requirements, Pricing Schedules, and all other ITT documentation including tender instructions and have satisfied themselves as to the content and meaning of each point. Tenderers must respond in the table row below. [A1] Insert your response here

Terms and Conditions of Contract [Q2] Terms and Conditions All software and related services supplied under this contract will be supplied under the Agency’s Standard Terms and Conditions of Contract for the Provision of a Web-Hosted Expenses Management System. Tenderers must confirm they have read the Terms and Conditions of contract and agree to those terms and conditions. Tenderers must note that any bids tabling proposed amendments may be rejected by the Agency without further consideration. Tenderers must respond in the table row below. [A2] Insert your response here

A

ORGANISATION IDENTITY

Name of the company (prime or single contractor) in whose name the tender would be submitted Contact name (Single point of Contact): Address: Telephone number: Facsimile number: E-mail address: Company Registration number, date of registration and registration address: VAT Registration number: Website address (if any):

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire

B

ORGANISATION INFORMATION

(1) Is your organisation a Small to Medium Enterprise (SME) as Y/N defined in Section 382 & 465 of the Companies Act (2006)? (2) Is your organisation: i) a public limited Y/N iii) a sole trader? company? ii) a limited company? Y/N iv) a partnership? v) a limited liability Y/N partnership? (3) Confirmation that an organisation structure chart is enclosed Y/N with this completed questionnaire (4) Is your organisation a subsidiary of another organisation or a Y/N holding or parent company? Address for the organisations holding or parent company, country of origin and registration number (if applicable) Address for the organisations ultimate parent company, country of origin and registration number (if applicable) (5) Executive Directors / Partners: Name Responsibility

C

Y/N Y/N

PRIME CONTRACTOR / SUBCONTRACTING

(1) Please select either a or b and answer as applicable a) Your organisation is bidding to provide all the services required Y/N b) Your organisation is bidding in the role of Prime Contractor and intends to Y/N subcontract some of the services to third parties or to form a partnerships/joint ventures/consortium with third parties to deliver the services (2) If your answer to 1 is (b), please identify intended subcontractors/ partners /consortia members for the bid (if currently known) below: Organisation name Organisation address and contact Service provision responsibility and details details of legal arrangements between partners (if known)

(3) If your organisation intends to use 3rd party software, you will have software support contract(s) in place with the 3rd party software provider(s). If short listed, the Agency may request to see appropriate evidence of the support contracts. (4) If your organisation intends to use 3rd party software, you will have appropriate redistribution licences with the 3rd party software provider(s). If short listed, the Agency may request to see appropriate evidence of the support contracts.

Y/N

Y/N

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire

D

COMPLIANCE WITH EU LEGISLATION/ UK PROCUREMENT LEGISLATION

Regulation 23 of the Public Contracts Regulations 2006 applies to the current tendering competition. Applicants must provide full details in respect of whether: i. Any matters referred to in Regulation 23 (1) (being grounds for mandatory exclusion) apply to the applicant, and in the case of a consortium applicant, to any of its constituent members, or to any of its or their directors, or to any other person Y/N who has powers of representation, decision or control of the applicant or, in the case of a consortium applicant, any of its constituent members? ii. Any of the matters referred to in Regulation 23(4) (being grounds for discretionary exclusion) apply to the Applicant, and in the case of a consortium Y/N applicant, to any of its constituent members? The Agency may seek evidence at a later date, in confirmation of your answer. For convenience, the text of Regulation 23 can be found in Appendix A

E

FINANCIAL and ECONOMIC CAPACITY

The following financial information is required. (1) A copy of the most recent audited accounts for your organisation that cover the last two years of trading or for the period that is available if trading for less than two years. (2) A statement of the organisation’s turnover, Profit & Loss and cash flow position for the most recent full year of trading (or part year if full year not applicable) and an end period balance sheet (where this information is not available in an audited form at (1). (3) Where (2) cannot be provided, a statement of the organisation’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position. (4) If the organisation is a subsidiary of a group (1) to (3) are required for both the subsidiary and the ultimate parent. Where a consortium or association is proposed, the information is requested for each member company. (5) A separate statement of the organisation’s turnover that relates directly to the supply of this service for the past two years, or for the period the organisation has been trading (if less than two years). (6) Has your organisation made any application for third party funding – including Y/N State Aid assistance – in relation to the services you are intending to provide? (7) If applicable, parent company and/or other guarantees of performance and Y/N financial standing may be required if considered appropriate. Please confirm your organisation’s willingness and ability to arrange for a collateral warranty, parent company guarantee and/or performance bond if called upon. Note: the Agency intends seeking independent financial and market advice to validate information declared or to assist in the evaluation.

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire

F

INSURANCE

Please confirm that your organisation’s insurance cover meets the Agency’s requirements below. Policy Value Y/N Employer’s Liability £5m Public Liability £5m Product Liability £5m Professional Indemnity £5m If not, please indicate that you will arrange for this insurance cover if Y/N successful in this tender. Please provide copies of insurance certificates.

G

REFERENCES

Note: the Agency may elect to contact any of the given companies for a reference at any stage of the tendering process. Your permission to do so will be assumed unless you explicitly state any objections. Please Note: This may include site visits to Referees’ premises. (1) Please provide details of at least three major recent public/private sector contracts you have been awarded for the provision of services similar to those required by the Agency Customer name Contact name and Date Contract reference Names of and address Telephone number contract and brief subcontractors awarded & description of and/ or duration service undertaken consortium and value of members and contract their role 1. 2. 3.

H

DISPUTES

(1) In the last 3 years, has your organisation failed to complete a contract on time or at all, or where there have been claims for damages, or where damages have been deducted or recovered? YES/NO If Yes, please provide the following details relating to the claim Customer name and Contract reference Date of Reason for claim address (postal & e- and brief description claim/ mail) of services provided contract termination

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire (2) Has your Company had a Y/N If Yes, please provide details: contract terminated or your employment determined under the terms of a contract within the last 5 years? Customer name and Contract reference Date of Reason for contract termination address (postal & e- and brief description claim/ mail) of services provided contract termination

(3) Has your Company had a contract that was not renewed due to failure to perform to the terms of a previous contract within the last 5 years? (4) Has your organisation been involved in any court action and/ or significant employment tribunal over the last 3 years? (5) Are there any court actions and/ or significant employment tribunal hearings outstanding or pending against your organisation?

I

Y/N

If Yes, please provide details:

Y/N

If Yes, please provide details:

Y/N

If Yes, please provide details:

TECHNICAL CAPABILITY [Q3] TECHNICAL SPECIFICATION Aim To contract with a Supplier whose proposed expenses management system is compatible with the Agency’s technical infrastructure. Background The Agency’s Technical Infrastructure is detailed in Section 2.2 of the Invitation to Tender document and the minimum requirements detailed in Appendix 1 – Statement of Requirement – Mandatory. Questions: In addition to agreeing to meet the minimum requirements set out within Appendix 1 – Statement of Requirements – Mandatory and Section 2.2 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions: 3.1 Additional Software Tenderers should state any additional software on the desktop and its version that is required to run the proposed expenses management system or any part of the application such as Internet Explorer. Separately, Tenderers should identify any optional modules which may be of benefit to the Agency. Page 9 of 24


NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire 3.2 System Architecture Tenderers are required to recommend a system architecture. 3.3 Server Tenderers should state the recommended / minimum connection speeds required to run the proposed expenses management system satisfactorily across a network, taking into account 3G / GPRS / Home Workers etc. Tenderers are asked to provide details of any additional software required above that of the operating system including versions e.g. IIS / hotfixes / security patches. 3.4 Client Tenderers are required to recommend Client Desktop Specification including but not limited to: • Recommended Processor type & speed • Recommended memory • Recommended disk space • Recommended service packs or patches Tenderers are required to provide details of any additional software required above that of the operating system including versions e.g. Java / active x components. 3.5 Server / Client Tenderers should state how the application integrates with / reacts to security patches and updates. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A3 Technical Specification] [A3] Insert your responses here.

[Q4] SOFTWARE LICENSING Aim To contract with a Supplier who has a licence agreement in place with a flexible licensing structure which will meet the current and future needs of the Agency. Background The Agency currently employs in the region of 500 staff; and processes c300 expense claims per month of which c5 are in foreign currency. The new expenses management system licensing structure must be able to facilitate any potential growth in staffing numbers and transaction volumes. Questions: In addition to agreeing to meet the minimum requirements set out within 2.5.1 and 2.5.2.1 of the Invitation to Tender, the Tenderer is required to describe their software licensing models, including but not limited to: • Licence Types available e.g. NAL / CAL / Site Licence / SaaS / ASP • Bundle Option proposals • Annual Maintenance proposals Page 10 of 24


NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire • •

Configuration maintenance proposals (if applicable) Licence options – core product user / web user etc

Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A4 Software Licensing] [A4] Insert your response here

[Q5] SOFTWARE TESTING AND UPGRADES Aim To contract with a Supplier who has a robust process in place regarding system testing and upgrades. Background The Agency requires the successful Tenderer to have in place a policy governing how enhancements and/or additions are determined, prioritised and implemented. Questions: In addition to agreeing to meet the minimum requirements set out within 2.5.2.2 of the Invitation to Tender, Tenderers are requested to provide details of their policy governing how enhancements and/or additions to system(s) are determined, prioritised and implemented. 5.1 Software Testing Tenderers are required to describe the testing process undertaken on software prior to release. This must include but is not limited to: • Unit testing • System testing • Test pack creation • Raising errors • Bug tracking • Bug fixing 5.2 Software Upgrades Tenderers are required to describe the upgrade process, including but not limited to: • Point releases • Major releases • New versions • Enhancements Tenderers are requested to provide details of the planned frequency of upgrades and their policy on compatibility with previous releases of the software. In particular Tenderers should clarify their position regarding the availability of tools to assist clients in upgrading between releases and whether these are supplied as part of the upgrade or as a chargeable extra. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A5 Software Testing and Upgrades]

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire [A5] Insert your response here

[Q6] INTEGRATION Aim To contract with a Supplier whose software has coded interfaces which the Agency may exploit at a later date. Background The Agency currently has a number of core systems that we may wish to integrate with the proposed expenses management system. Therefore the Agency requires the proposed expense management system to be capable of interfacing with other Agency systems such as: Topaz™ payroll, Aptos™ core financials, Snowdrop™ HR management, Active Directory integration and Hummingbird™ document management system. In addition to this the Tenderer must have in place a method for securely transferring data from their system through to the Agency’s Data Warehouse for reporting purposes. Questions: In addition to agreeing to meet the minimum requirements set out within 2.3 and 2.5.2.3 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions: 6.1 Tenderers are required to state which software applications their core system has interfaces with. 6.2 Tenderers are required to detail the process they have - as a hosted system provider - that will enable their system to feed all information from the hosted system through to the Agency’s Data warehouse, Aptos™ and Topaz™ payroll enabling the Agency to report on such information. Please detail all methods and encryption techniques used when transferring the data. 6.3 Tenderers are required to provide detail regarding their Encryption capabilities and whether they use a CESG (Communications-Electronics Security Department) approved solution. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A6 Integration] [A6] Insert your response here

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire [Q7] SERVICE AND SUPPORT Aim To contract with a Supplier who has a structured support model in place with clearly defined Service Level Agreements and Escalation procedures that will meet the needs of the Agency. Background The Agency requires the successful Tenderer to provide a robust and reliable level of after sales care and support. The successful Tenderer will have a documented Service Level Agreement to ensure that any issues are resolved in a timely manner and documented Escalation Processes in place which provides clear lines of referral from first point of contact to relevant technical experts. Questions: In addition to agreeing to meet the minimum requirements set out within 2.5.2.4 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions: 7.1 Support Models Tenderers are required to provide details of each support model available, including: • Support-desk hours • How support calls are logged • Service Level Agreement • Escalation Process • How support calls are categorised and assigned • Lines of support • System uptime availability • Possible scheduled downtime (if required, for upgrades etc) 7.2 ESCROW Tenderers are required to provide details of their proposed ESCROW agreement for the tendered Expenses Management System. The Tenderer should provide a copy of the terms and conditions and cost information (such cost information should be provided in Appendix 3 Pricing Schedules). 7.3 User and Industry Groups Affiliations Tenderers are required to provide details of any “user” or “industry” groups they work with in defining future product strategy. Tenderers should include details of: • The User / Industry Group • The role it provides • How long it has been in operation • Frequency of meetings • In what capacity the Tenderer participates • Examples of where the group(s) have successfully influenced product development 7.4 Accreditations and Industry Associations Tenderers are requested to provide details of any accreditations / industry associations. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A7 Service and Support]

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire [A7] Insert your response here

[Q8] SOFTWARE IMPLEMENTATION Aim To contract with a Supplier who has a robust and proven implementation strategy in place. Background The Agency requires the successful Tenderer to have a documented and proven implementation process that they can show has been followed and successfully implemented at other sites. Questions: In addition to agreeing to meet the minimum requirements set out within 2.5.2.5 of the Invitation to Tender, Tenderers are required to provide a proposal detailing how the software will be implemented, including an outline Gantt chart implementation plan showing the recommended sequence of tasks and dependencies to implement the system(s) proposed. Tenderers should give realistic estimates for the various tasks and the elapsed time they would expect implementation to take. It is recognised that Tenderers will not have a detailed insight into the Agency’s organisation when compiling this implementation plan so experience should be drawn from previous assignments with similar clients. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A8 Software Implementation] [A8] Insert your response here

[Q9] DATA BACK UP AND DISASTER RECOVERY Aim To contract with a Supplier who gives careful consideration to maintaining a backup procedure and disaster recovery approach. Background The Agency requires the successful Tenderer to have a documented and tested back-up procedure in place and have an appropriate documented disaster recovery plan to enable the Agency to maintain a high level of availability of the expenses management system. Questions In addition to agreeing to meet the minimum requirements set out within 2.5.2.6 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions: 9.1 Backup Procedure Tenderers are required to provide details about their backup strategy/plan. 9.2 Disaster Recovery Page 14 of 24


NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire Tenderers are required to provide details about their Business Continuity and Disaster Recovery Plans. Insert your response in the box below. Should you need to enclose an attachment please ensure the document(s) file name is [A9 Data Backup and Disaster Recovery] [A9] Insert your response here

[Q10] SECURITY POLICY Aim To contract with a Supplier who gives consideration to their own security policies covering Governance, Risk Management, Asset Control, Personal security, Information Security, Physical Security, who has their own comprehensive, documented security policy, that is communicated to all individuals with access to the proposed services to be provided to the Agency. Background The Agency has a HMG Security Policy Framework (SPF) to adhere to, set out by the Cabinet office and has a requirement for all of its suppliers to adhere to key areas of the framework. Questions In addition to agreeing to meet the minimum requirements set out within 2.5.2.7 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions: 10.1 Tenderers are required to provide details of their risk management approach. 10.2 Tenderers are required to provide details of how they comply with their security policy, how their policy is internally available and communicated to all staff and how it is referenced in the overall business plans. To support their response, Tenderers should provide relevant extracts of the security policy. 10.3 Tenderers are required to provide details to confirm that they provide all staff with guidance on Data Protection Act 1998 and any subordinate legislation made under the Act from time to time, and state clearly that they will assist and co-operate with us to enable us to comply with our information disclosure obligations such as Freedom of Information Act. 10.4 Tenderers are required to provide details on if and how a protective marking system is used, and if so, do they ensure that all staff handling such information understands these arrangements including signing a confidentiality agreement. 10.5 Tenderers are required to provide details on any procedures they have in place to cope with a breach in security to a system. 10.6 Tenderers are required to provide details as to whether they have an annual technical risk assessment. 10.7 Tenderers are required to provide details on any regular audits on assets and ICT systems. Including regular compliance checks carried out by an Accredited Auditor. And (or) a forensic readiness policy that will maximise the ability to preserve and analyse data generated by an ICT system. 10.8 Tenderers are required to provide details regarding their identification and authentication Page 15 of 24


NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire controls to manage the risk of unauthorised access, including any auditing, the management of user accounts, anti virus and intrusion detection testing. 10.9 Tenderers are required to provide details about how they will ensure that all locations where information and system assets (including cryptographic items) are kept have an appropriate level of physical security. 10.10 Tenderers are required to provide details about how they ensure that all users of ICT systems are familiar with their security operating procedures governing their use, and appropriate security training, and local processes for reporting issues of security concern. 10.11 Tenderers are required to provide details about how they control access to their estate using safeguards that will prevent unauthorised access, and of any processes for dealing with and intercepting unauthorised visitors or intruders. 10.12 Tenderers are required to provide details of any industry wide certification for example ISO 27001 (Information Security Standard), BS 25999 (Business Continuity Standard) or equivalent standard. Please include a copy of any certificate. Insert your response in the box below. Should you need to enclose an attachment please ensure the document(s) file name is [A10 Security Policy] [A10] Insert your response here

[Q11] PROJECT MANAGEMENT Aim To contract with a Supplier who has a robust and proven Project Management methodology in place. Background The Agency follows the PRINCE 2 approach to project management and the project development team are all Prince 2 Practitioners. The Agency requires the successful Tenderer to provide similar project management skills. Questions: In addition to agreeing to meet the minimum requirements set out within 2.5.2.8 of the Invitation to Tender, Tenderers must submit their proposals on how they plan to meet the requirements in the delivery of this contract. In support of their responses, Tenderers must include details of: •

The project management methodology proposed to be used in the delivery of this contract.

The roles they propose to assign to their team for this project e.g. Project Manager / Technical Consultant etc and what skill-sets each team member will have. Please provide supporting CV’s.

The proportion of each team-member’s available time that will be assigned to this project and, of that, what proportion would typically be worked on site at Agency premises?

What Agency resource may be required in the delivery of this project (including project roles and skill-set required)?

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire •

How they will report to the Agency during the project and include details of the documentation that will be made available by the Tenderer to the Agency during this project.

Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A11 Project Management] [A11] Insert your response here

[Q12] QUALITY ASSURANCE Aim To contract with a Supplier who has a robust and proven Quality Assurance procedures in place. Background The Agency has a proven track record for Quality Assurance and requires the successful Tenderer to have similar processes in place. Questions: Quality Assurance In addition to agreeing to meet the minimum requirements set out within 2.5.2.9 of the Invitation to Tender, Tenderers must provide details of their quality assurance procedures and processes. 12.1 In support of their response, Tenderers are required to provide relevant extracts from their Quality Assurance manuals / procedures and submit a copy of any relevant certifications held, for example, the Quality Management Standard ISO9000 (ISO9001:2000) or equivalent standard. 12.2 Tenderers are required to describe their complaints handling procedures, escalation and reporting routes. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A12 Quality Assurance] [A12] Insert your response here

[Q13] EXIT STRATEGY Aim To contract with a Supplier who has a robust and proven Exit Strategy in place. Background The Agency requires the successful Tenderer to have a documented and tested exit strategy in place to enable the Agency to ensure the orderly transition of the services from the successful Tenderer to the Agency and/or any replacement service provider in the event of termination or expiry of the contract. Questions:

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire In addition to agreeing to meet the minimum requirements set out within 2.5.2.10 of the Invitation to Tender, Tenderers must provide details of their exit strategy procedures and processes. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A13 Exit Strategy] [A13] Insert your response here

[Q14] TRAINING AND ADMINISTRATION Aim To contract with a Supplier who has clear training plans and programmes to fully equip the Agency with the required skills and knowledge to administer and use the system. Background The Agency places a huge amount of effort into fully training all staff on any and all systems implemented at the Agency and therefore require in detail the possible tried and tested processes for testing the users, either through training directly or train the trainer routes. Questions: In addition to agreeing to meet the minimum requirements set out within 2.5.2.11 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions: Training Tenderers are required to include within their response, a training proposal to deliver successful utilisation of the software. This training proposal should include: • Training courses and material provided as part of the project • A brief outline for each course: content, prerequisites and duration • Proposed method of delivery and target audience e.g. intention to “train the trainer” in house. (Where assumptions are made or limitations in class size need to be imposed these should be explicitly stated). • End-user and system-administration manuals provided as part of the project Administration It is not envisaged that implementation or post implementation will require dedicated full time resource to administer. Tenderers are required to advise what time input (per week and in total) will be required from the Agency’s System Administrator during implementation. (Based on an assessment of the Agency’s requirements). In addition, Tenderers are required to advise what time input will be required to administer the system on average per week, post implementation. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A14 Administration and Training]

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire [A14] Insert your response here

[Q15] DUTY OF CARE Aim The Agency seeks to understand what functionality the Tenderer can provide (off the shelf) to facilitate discharge of Duty of Care obligations as they relate to business mileage. Background A significant proportion of expenses reimbursements are for business mileage. As an employer, the Agency has a duty of care to its employees to ensure - so far as is reasonably practicable their health, safety and welfare while at work. Driving while on Agency business, regardless of vehicle ownership, falls within the scope of that duty of care. Questions Tenderers are required to provide details of any functionality designed specifically to facilitate discharge of business-mileage duty-of-care obligations. Please identify whether that functionality is included in your core software product and, if not, the cost of implementation (such cost information should be provided in Appendix 3 Pricing Schedules). Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A15 Duty of Care] [A15] Insert your response here

[Q16] BUSINESS TRAVEL MANAGEMENT Aim To identify Suppliers offering proven integration capabilities with Travel Management Companies. Background The Agency is currently reviewing its travel booking arrangements. It is envisaged that a single Travel Management Company will be selected (via competitive tender) through which all travel (including for example: flights; rail; car hire; hotel; ferries) will be booked. Questions Tenderers are required to state what experience they have of integrating with Travel Management Companies, for example uploading travel booking information into the expense management system. Insert your response in the box below. Should you need to enclose an attachment please ensure the file is named [A16 Business Travel Management] [A16] Insert your response here

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire [Q17] CORPORATE SOCIAL RESPONSIBILITY Aim To contract with a Supplier who gives consideration to Corporate Social Responsibility and has Equal Opportunity policies in place covering discrimination, race relations and disability and any other relevant policies, which is implemented within all business practices. Background The Agency has a corporate responsibility to adhere to legislation in relation to equal opportunities and health and safety requirements. Questions In addition to agreeing to meet the minimum requirements set out within 2.5.2.13 within the Invitation to Tender, Tenderers are required to provide details of their policies and procedures in respect of equal opportunities and health and safety. Tenderers should also attach a copy of their policy statements within their tender response. Tenderers are required to state what measures they take to ensure that there is diversity and inclusion in their workforce and that clients are treated fairly and do not suffer discrimination. Insert your response in the box below. Should you need to enclose an attachment please ensure the document file name is [A17 Corporate Social Responsibility] [A17] Insert your response here

[Q18] SUSTAINABILITY Aim To contract with a Supplier who gives consideration to and minimises the environmental and sustainable impacts of their business processes and has a policy in place that demonstrates a commitment to reduce their energy and waste impacts through monitoring and reduction targets. Background The Agency has a corporate responsibility to adhere to the targets under sustainable development on the Government Estate, which includes sustainable procurement. Questions In addition to agreeing to meet the minimum requirements set out within 2.5.2.14 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions: Tenderers must provide information on how they minimise the environmental impacts of their business processes and actions, including how they reduce waste and manage opportunities for the re-use and recycling of materials used. Tenderers are invited to submit their proposals of any functionality offered that is designed specifically to calculate the carbon footprint of business journeys (undertaken by vehicle). In addition, the methodology used to undertake this calculation should also be provided. Please identify whether that functionality is included in your core software product, and if not, the cost of implementation (such cost information should be provided in Appendix 3 Pricing Schedules). Page 20 of 24


NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire Insert your response in the box below. Should you need to enclose an attachment please ensure the document file name is [A18 Sustainability] [A18] Insert your response here

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire APPENDIX A

STATEMENT RELATING TO GOOD STANDING STATEMENT RELATING TO GOOD STANDING — GROUNDS FOR OBLIGATORY EXCLUSION (IN ELIGIBILITY) AND CRITERIA FOR REJECTION OF CANDIDATES in accordance with Regulation 23 of the Public Contracts Regulations 2006 (as amended) AGREEMENT FOR THE SUPPLY AND IMPLEMENTATION OF A HOSTED EXPENSES MANAGEMENT SYSTEM We confirm that, to the best of our knowledge, the Potential Provider is not in breach of the provisions of Regulation 23 of the Public Contracts Regulations 2006 (as amended) and in particular that: Grounds for mandatory rejection (ineligibility) The Potential Provider (or its directors or any other person who has powers of representation, decision or control of the named organisation) has not been convicted of any of the following offences: (a)

conspiracy within the meaning of section 1 of the Criminal Law Act 1977 where that conspiracy relates to participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA (as amended);

(b)

corruption within the meaning of section 1 of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906 (as amended);

(c)

the offence of bribery;

(d)

fraud, where the offence relates to fraud affecting the financial interests of the European Communities as defined by Article 1 of the Convention relating to the protection of the financial interests of the European Union, within the meaning of:

(e)

(i)

the offence of cheating the Revenue;

(ii)

the offence of conspiracy to defraud;

(iii)

fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978;

(iv)

fraudulent trading within the meaning of section 458 of the Companies Act 1985;

(v)

defrauding the Customs within the meaning of the Customs and Excise Management Act 1979 and the Value Added Tax Act 1994;

(vi)

an offence in connection with taxation in the European Community within the meaning of section 71 of the Criminal Justice Act 1993; or

(vii)

destroying, defacing or concealing of documents or procuring the extension of a valuable security within the meaning of section 20 of the Theft Act 1968;

money laundering within the meaning of the Money Laundering Regulations 2003; or

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NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire (f)

any other offence within the meaning of Article 45(1) of the Public Sector Directive.

Organisation’s name Signed Position Date

Discretionary grounds for rejection The Potential Provider (or its directors or any other person who has powers of representation, decision or control of the named organisation) confirms that it: (a)

being an individual is not bankrupt or has not had a receiving order or administration order or bankruptcy restrictions order made against him or has not made any composition or arrangement with or for the benefit of his creditors or has not made any conveyance or assignment for the benefit of his creditors or does not appear unable to pay or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of the Insolvency Act 1986, or article 242 of the Insolvency (Northern Ireland) Order 1989, or in Scotland has not granted a trust deed for creditors or become otherwise apparently insolvent, or is not the subject of a petition presented for sequestration of his estate, or is not the subject of any similar procedure under the law of any other state;

(b)

being a partnership constituted under Scots law has not granted a trust deed or become otherwise apparently insolvent, or is not the subject of a petition presented for sequestration of its estate;

(c)

being a company or any other entity within the meaning of section 255 of the Enterprise Act 2002 has not passed a resolution or is not the subject of an order by the court for the company’s winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, nor had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is not the subject of similar procedures under the law of any other state;

(d)

has not been convicted of a criminal offence relating to the conduct of his business or profession;

(e)

has not committed an act of grave misconduct in the course of his business or profession;

(f)

has fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the organisation is established;

(g)

has fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established; Page 23 of 24


NWDA00287a – Expenses Management System Appendix 2 – Tender Response Questionnaire (h)

is not guilty of serious misrepresentation in providing any information required of him under this regulation;

(i)

in relation to procedures for the award of a public services contract, is licensed in the relevant State in which he is established or is a member of an organisation in that relevant State when the law of that relevant State prohibits the provision of the services to be provided under the contract by a person who is not so licensed or who is not such a member.

Organisation’s name Signed Position Date

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http://www.nwda.co.uk/docs/Appendix%202%20Tender%20Response%20Questionnaire  

http://www.nwda.co.uk/docs/Appendix%202%20Tender%20Response%20Questionnaire.doc

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