Registration of Interest in the Provision of Catering Services

BLACKPOOL MULTI ACADEMY TRUST (MAT)

Pre-Qualification Questionnaire REGISTRATION OF INTEREST IN THE PROVISION OF CATERING SERVICES TO THE BLACKPOOL ACADEMY TRUST CONSISTING OF ANCHORSHOLME ACADEMY, REVOE LEARNING ACADEMY AND PARK COMMMUNITY ACADEMY, HEREAFTER REFERRED TO AS ‘BLACKPOOL MAT’

1

Index 1. Instructions for completion of the questionnaire............................................3 3.

Eligibility......................................................................................................14 6. Insurance...........................................................................................................17 9. Experience/References/Ability.........................................................................20

2

1.

Instructions for completion of the questionnaire

1.1

The purpose of this pre-qualification questionnaire (PQQ) is to enable prospective tenderers, who are interested in receiving the Invitation to Tender (ITT), to provide BLACKPOOL MAT with sufficient information to make an initial assessment of their financial standing, capability and suitability for the proposed contract, enabling BLACKPOOL MAT to shortlist for the ITT.

1.2

Please note that if a bid is to be submitted by a consortium, joint venture or structure other than a single company, then each section may relate to one or more of the organisations.

1.3

All sections of the questionnaire should be completed.

Notes for completion •

Please complete in English in type or, if hand-written, in block capitals in black ink.

•

Continue on separate sheets if the space in the document is insufficient.

•

Please do not use abbreviations.

•

Please include, where appropriate, any supporting documents. All enclosures should be clearly marked with the name of your organisation and the question to which they refer. All information you give will be treated as confidential by BLACKPOOL MAT.

•

Please return two signed and dated hard copies of the completed questionnaire and all supporting information to: K Pearcy Academy Business Manager Anchorsholme Academy Eastpines Drive Thornton-Cleveleys Lancashire FY5 3RX E-Mail: kim.pearcy@anchorsholme.blackpool.sch.uk

1.4.

Further hard / soft copies of this questionnaire are available on request.

3

1.5

Applicants are advised that they are solely responsible for bearing their costs and expenses incurred in connection with the preparation of responses and submission of the completed PQQ and all future stages of the selection and evaluation process.

Under no circumstances will Blackpool MAT or any of its associates be liable for any costs or expenses borne by an Applicant in this procurement process.

1.6

Please note that if any of the information supplied in your PQQ response regarding the Applicant changes in the ensuing evaluation period, you are required to notify Kim Pearcy immediately, giving details of the changes.

1.7

BLACKPOOL MAT reserves the right to reject or disqualify an Applicant where: o the PQQ response is completed incorrectly, is incomplete or fails to meet submission requirements and conditions as set out in these guidance notes; o the Applicant is guilty of serious misrepresentation in relation to its application and/or the procurement process; o there is a change identity, control, financial standing or other factor impacting on the selection and/or evaluation process affecting the Applicant; and/or o there is a conflict of interest arising between BLACKPOOL MAT and the Applicant.

1.8

BLACKPOOL MAT reserves the right to: o cancel the selection and evaluation process at any stage; o require an Applicant to clarify its response in writing and/or provide additional information; o amend the terms, conditions and/or requirements of the tender process including the PQQ/pre-selection process.

1.9

Evaluation of responses to the PQQ This section sets out the basis of evaluation of responses to the PQQ. The purpose of defining the basis for evaluation of responses is to ensure that PQQs will be evaluated consistently and objectively. The evaluation will be in two stages:

4

Stage 1 •

Compliance and eligibility - An assessment will be made of whether each Applicant’s responses to the PQQ are complete and compliant, whether there is any reason why the Applicant should be considered ineligible to tender under the provisions of Regulation 23 (Appendix 1) or might be the subject of a material conflict. Further details on this stage are given in paragraphs 1.9.1 to 1.9.4 below.

Stage 2 •

Detailed Evaluation - The responses to the PQQ questions will be scored. The score for each question is given in the Table at paragraph 1.9.7. The responses to the questions in Section 5 (Financial) and question 6.2 (minimum level of insurance) are pass or fail.

1.9.1

Compliance and eligibility This first stage of the evaluation is designed to determine whether an Applicant’s response is complete and complies with the requirements in the PQQ.

1.9.2

Completeness of Information Applicants are required to submit complete data in the specified formats and covering the specified periods. BLACKPOOL MAT reserves the right to eliminate at this stage of the assessment any Applicant who fails to provide information required in the right form and in sufficient depth within the specified period.

1.9.3

Eligibility Any Applicant who fails to answer any questions in the PQQ relating to eligibility under Regulation 23 of the Regulations may be excluded from further consideration. However, in the event that the Applicant declares that one or more of the grounds applies, BLACKPOOL MAT will determine in the light of all circumstances whether the matter(s) disclosed are so material as to justify exclusion of the Applicant from further consideration.

Any Applicant who fails to answer any question in the PQQ relating to convictions under equal opportunities, health and safety or environmental/pollution legislation or any other criminal prosecutions may be excluded from further consideration. However, in the event that the Applicant declares that it has been found guilty in any such prosecution, BLACKPOOL MAT will determine in the light of all the circumstances whether the matter(s) disclosed are so material as to justify exclusion of the Applicant from further consideration.

5

1.9.4

Conflicts The declaration of a potential conflict of interest will not result in automatic disqualification of an Applicant. BLACKPOOL MAT will assess the likelihood of any conflict affecting the robustness of the tender process, taking into account the Applicant’s proposal for dealing with the conflict, in deciding whether or not to consider the Applicant ineligible.

1.9.5

Detailed evaluation The detailed evaluation entails evaluating and scoring the Applicant’s responses to a series of structured questions, some of which, namely those in question 3.1 (Compliance with EU/UK Legislation), Section 5 (Financial) and question 6.2 (Minimum Level of Insurance) are pass or fail.

1.9.6

Financial The financial appraisal of Part 5 aims to establish from formal (audited) annual accounts, and the other information requested, whether: (a) applicant organisations have sufficient resources to support a contract, and (b) applicant organisations are financially sound and potentially stable enough to remain in-business for the duration of the contract.

The financial strength of the organisation is assessed by looking at its turnover, gross and (pre-tax or net) profits, net worth and certain financial ratios. Consideration of the accounts for the last three/four years enables an opinion to be made on continuing information, rather than just at one point in time.

1.9.6 Financial (continued) should indicate appropriate levels of net worth, liquidity and profitability.

Overall the final pass/fail for an appraisal is taken by assessing these factors and arriving at a professional view of what a company’s formal financial position is. Individual factors may sometimes offer contrary indicators of a company’s position and no two companies are ever exactly the same – the accounts will often reflect the role and nature of the organisation’s business and what is acceptable in one area may not be in another.

However, in ordinary circumstances, if a company is materially short or weak on any of the above issues, in a manner which is not compensated for elsewhere in the accounts and from the other information supplied, then the likely outcome to the financial appraisal would be a fail, eliminating the organisation from the next stage of the procurement procedure.

6

1.9.7

Summary of PQQ Scoring Note: This table summarises the scoring for each part of the PQQ

PQQ reference

Information requested

Part 1

Instruction for Bidders

Part 2

General Organisation Information

Part 3

Compliance with EU/UK Legislation

Part 4

Business and Professional Conduct Q 4.1 - Outstanding court actions/ tribunal hearings

% of total points available n/a Not scored but must be completed. Failure to do so may lead to exclusion of the bidder Pass or fail

2

Q 4.2 - Professional conduct in last three years Part 5

Financial Standing

Part 6

Insurance

Part 7

Quality Assurance

4 3 2 1

Pass or fail Pass or fail See paragraph 1.9.6 Pass or fail

Q 7.1 - Accreditation

4

Part 8

0 1-5 5-10 >10

No policy or Mgt system Own Mgt System (not 9001) 9001 certified

Fail 2 4

Staffing and Co-ordination Q 8.1 – Delivery of contract

5

No Details Partial Full Details

Fail 1 3

3

0-20 21-100 101-150 >151

0 4 5 3

Q 8.2 – Total staff employed

7

1.9.7 Summary of PQQ Scoring (continued) PQQ reference

% of total points available Information requested

Part 8

Staffing and Co-ordination Q 8.3 – Training policy

1

None Policy

0 3

5

Accredited Trade Assoc.

Profes. Body Internal No Qualification

5 1 4 2 Fail

4

No Experience 2 Years 2-5 >5

Fail 1 2 4

Q 8.4 – Staff Qualifications

Q 8.5 – Senior staff CVs

Q 8.8 - TUPE

Pass or fail

Q 8.10.1 – Statutory Obligations

Pass or fail

Q 8.10.2 – Unlawful

2

4 3 2 1

Q 8.10.3 – Remedial steps re 8.10.2

2

No Action Action Taken

Fail 3

Q 8.11 – Legislative compliance

4

EU Experience None

3 0

2

0 1-5 5-10 >10

4 3 2 1

2

None Compliance

0 3

3

None 1-5 years 5-10 years >10 years

Fail 2 3 4

Q 8.12 – Contract termination

Q 8.13 – Contract history

Part 9

0 1-5 5-10 >10

Experience/References/Ability Q 9.1 – Relevant contract history

8

PQQ reference

Information requested

Part 9

Experience/References/Ability Q 9.2 – Statement of relevant experience

% of total points available

4

None 1-5 years >5 years

Fail 3 5

3

0% 1-29% 30%-49% >50%

5 3 2 Fail

2

>10 5-10 1-5 0

1 2 3 4

Fail

4

None Policy & arrangements Policy & 18001 None QBE NEBOSH Cert NEBOSH Diploma

0 1 2

5

>1200 750-1200 350-749 <350

Fail 0 2 5

3

>1 1 0

0 2 4

2

No policy Policy 14001

0 1 3

2

None Policy Accredited Policy

0 1 3

Q 9.3 – Sub-contracting proposals

Q9.4 – Other similar bids

Part 10

Health and Safety Q 10.1 – H&S Plan

Q 10.2 – H&S Adviser Qualifications

4

Q 10.3 – RIDDOR frequency per financial year

Q 10.4 – Legal actions in last 3 years

Part 11 Frances

4

3

Environment 11.1 Copy of policy

Q 11.2 – Sustainable procurement policy

Part 12

2

Enclosures and comments

n/a

9

10

1.9.8

Applicants should state why they consider the information to be confidential or commercially sensitive.

2.

Organisation Information

2.1

Name of organisation in whose name the tender would be submitted Name of the main contractor who will act as lead bidder for the purposes of this tender:

2.2

Contact details: Name: Position in organisation: Telephone no.: Fax no.: Email address:

2.3

Main address for correspondence:

2.4

Company Registration details: Company Registration no.: Date of registration: Registered address (if different from above):

11

2.5

Legal status of your organisation (tick as applicable): Sole trader Partnership Private Limited Company Public Limited Company A Higher Education Institution A Local Authority Voluntary organisation A consortium of companies Other (please specify)

2.6

Date organisation commenced business (and date of incorporation in the UK if different):

2.7

VAT registration number:

2.8

Please state the names of all other organisations involved in the tender/contract, your relationship with them and the respective roles and responsibilities:

2.9

Is your organisation registered under the Data Protection Act 1998? If so, what is your DPA registration number?

2.10

Please provide / enclose details of your organisationâ&#x20AC;&#x2122;s national structure and total number of employees, e.g. organisation chart showing location network and range of business units.

12

2.11 Is your company a subsidiary of another company? If so, please provide the name and registered office address of the holding or parent company and the ultimate parent (if applicable):

2.12

Is your company affiliated or associated with any other company which would be capable of tendering for these services? If so, please provide the name and registered office address:

2.13

Has any director, partner or associate ever been employed by BLACKPOOL MAT? (If so, please give details.)

2.14

Does any director, partner or associate have a relative(s) who is employed by BLACKPOOL MAT? (If so, please give details.)

2.15

Please give the number of offices and the locations of the main premises from which your organisation envisages providing services similar to those required by BLACKPOOL MAT.

13

3.

Eligibility Please provide confirmation that there are no grounds applicable to your company or to any parent company pursuant to which your company or parent company as a whole might be, or might become, ineligible under Regulation 23 of the Public Contracts Regulations 2006 (see Appendix 1 attached to this PQQ for details ) Delete as appropriate

Confirmed *

Not confirmed *

If not confirmed, please supply details separately

Note : Evidence may be sought at a later date, in confirmation of your answer.

4.

Business and Professional Conduct

4.1

Are there any court actions and/or employment tribunal hearings outstanding against your organisation? If so, please give details:

4.2

In the last three years has your organisation: 4.2.1

Paid damages in respect of failure to perform any contract?

YES/NO

4.2.2

Been successfully sued for breach of contract?

YES/NO

4.2.3

Withdrawn from a contract before the agreed completion date?

YES/NO

4.2.4

Had proceedings for a Receiver, Manager, or Administrator on YES/NO behalf of a creditor appointed in respect of the organisationâ&#x20AC;&#x2122;s business?

14

5.

Financial

5.1

Please indicate the annual turnover of organisation, in whose name the tender would be submitted, over the last 3 years. If your organisation is part of a group, please give figures for both your own organisation and the group: Year

Organisation annual turnover Group annual turnover (ÂŁ) (where (ÂŁ) applicable)

2012 /2013 2013 /2014 2014 /2015 5.2

Your Company Accounts: (a)

If you are an organisation that is registered with Companies House, which you supply with a full set of Audited Accounts, please enclose a copy of the accounts.

Name and Company Registration Number:

(b)

If the organisation has been established for less than 2 years, please provide a business plan for the whole organisation, including a profit and loss account, cash flow forecast and projected balance sheets covering at least the period of the contract.

15

5.3

Please give details of any changes in company status since the last published accounts or any planned changes e.g. acquisitions, mergers, share issues, major investments, major loans, etc:

5.4

Please give details of any event between the date on which the latest set of accounts was authorised for issue and the date of the submission of your response to this PQQ that, had the accounts not been authorised for issue until this submission date, would have required an adjustment or disclosure:

5.5

Please provide copies of any company announcement made to the authorities of the stock exchange, since the publication of the latest set of accounts:

5.6

Provide a statement, as at the last reporting date, of any contingent liability or loss (where not otherwise reported).

5.7

Please provide any other information you consider necessary for a fair appreciation of the financial position and prospects of your organisation:

16

6.

6.1

Insurance Please provide details (name of insurer and indemnity levels) of your organisation’s insurance in respect of: Insurer

Limit for single incident

Indemnity level

Public Liability Professional Indemnity Employers Liability

6.2

BLACKPOOL MAT requires a minimum cover of [£10 million] for each and every claim under a company’s public liability insurance policy. Please confirm that you will provide this level of cover for the proposed contract

7.

Quality Assurance

7.1

Please provide details of your quality assurance management system and any certification that your organisation holds (e.g. ISO9001 or equivalent standard) for the areas of work relevant to the contract. Please attach a copy of your quality assurance certificate if you have one. If no certification held, please attach a copy of your quality assurance policy.

8.

Staffing and Co-ordination

8.1

Please provide full details of how your organisation will deliver/co-ordinate an experienced team capable of delivering all aspects of this contract:

17

8.2

Total number of staff employed in your organisation:

8.3

Please give details of your training policy with regard to staff involved directly in the provision of the service to which this questionnaire relates including any minimum expected standards/qualifications:

8.4

Please provide details of your staff and organisation’s qualifications and membership of relevant trade associations and professional bodies:

8.5

Please enclose CVs for the partners/senior managers who would be responsible for managing the contract.

8.6

Companies must be able to demonstrate a commitment to equal opportunities answer the following questions.

8.6.1

Is it your policy as an employer to comply with your statutory obligations under the Employment Equality (Age) Regulations 2006, the Sex DiJHImination Act 1975, the Race Relations Act 1976, the Employment Equality (Religion or Belief) Regulations 2003, the Employment Equality (Sexual Orientation) Regulations 2003, and the Disability DiJHImination Act 1995 – all of which apply in Great Britain – or equivalent legislation in the countries in which you employ staff?

YES/NO 18

8.6.2

In the last three years, has any finding in relation to age, gender, race, ethnic or national origin, religion or belief, sexual orientation, disability in the employment field been made against your organisation by any court or tribunal?

YES/NO

8.6.3

If the answer to question 8.6.2 is yes, what steps have you taken as a result of that finding?

8.7 If you are not currently subject to UK legislation, please supply details of your experience in complying with EU legislation that is designed to eliminate discrimination and to promote equality of opportunity.

8.8

8.9

In the last three years has any contract with your organisation been terminated on grounds of your failure to comply with: (a)

legislation prohibiting discrimination; or

(b)

Contract conditions relating to equal opportunities in the provision of services?

In any previous or current contracts for catering, or any similar activity, did you: (a)

take any steps to guarantee equality of opportunity in access to these services by different racial or other groups: or

(b)

provide goods or services appropriate to the special needs of any particular group?

19

9.

9.1

Experience/References/Ability Please provide details of relevant contracts you have been awarded for the provision of services similar to those required by BLACKPOOL MAT for the past 3 years for services under the following headings and in the following table. List all contracts awarded by Public sector first, then followed by other sectors.

Client name and Brief address description of service undertaken

Contract start date

Contact name and telephone number

Who ran the tender?

Approx. contract Value ÂŁ

NB. BLACKPOOL MAT reserves the right to contact any or all of these organisations for a reference. BLACKPOOL MAT may also wish to visit them. Your permission to do so will be assumed unless you state any objections.

9.2

Please enclose a statement detailing how you consider this experience to be relevant to our requirement.

9.3

Please detail any proposals you may have for sub-contracting aspects of the services, naming the principal sub-contractors and the area(s) of service they would provide.

9.4

Please provide details of other current similar contracts your organisation is bidding for and their status (preferred bidder, short-listed etc):

10.

Health and Safety 20

10.1

Please provide a copy of your latest Health and Safety Policy and a description of the organisation and arrangements for carrying out that policy (e.g. health & safety management system) as required under s.2(3) of the Health and Safety at Work etc. Act 1974. . If your health & safety management system is certified to a standard (e.g. OHSAS 18001 or equivalent) please provide a copy of the certificate:

10.2

Please give the name, job title and qualifications of your professional Safety Adviser, Officer or Consultant:

10.3

Please provide your company’s accident statistics (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)) over the last three years:

10.4

Please give details of any prohibition, improvement notices or prosecutions that have been issued against your company in the last three years:

11.

Environment/ Sustainability

11.1

Please provide a copy of your latest Environment Policy

If your environment system is certified to a standard (e.g. OHSAS 18001 or equivalent) please provide a copy of the certificate.

11.2

Please provide a copy of your company’s sustainable procurement policy.

12.

Enclosures / Comments

12.1

Please check that you have enclosed a hard copy and where possible, a soft copy of the following details with your completed Pre-Qualification Questionnaire (which again should be submitted in hard and soft copy format): • • •

Details of your organisation’s structure as outlined in section Your Company registration number, or set of audited accounts for the last 2 or 3 financial years Details of quality assurance accreditation and/or policy 21

• 12.2

Enclosures as outlined in sections 8.5, 8.6, 8.9, 8.11, 10.1, 11.1

Please insert any general comments you wish to make:

The questionnaire should be signed and dated by a Director of the Company.

Name: ……...…………………………………………………………………….

Signature: ……………………………….………………...…………………......

Position: ……………………………………………….…………………………

Tel No: ……………………………………………….……………………………

Date: ……………………………………………………………………………..

Thank you for completing this questionnaire. The information it contains will be held in confidence by BLACKPOOL MAT and used for the purpose of determining your suitability for meeting our requirements for the provision of the Services. If you are invited to submit a tender any information supplied in this questionnaire will be deemed to form part of the tender and may be used in any subsequent assessment.

22