ppq evaluation

8/3/2019 Ppq Evaluation

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www.defra.gov.uk/farm/policy/sustain/procurement/toolkit

TEMPLATE

Pre-Qualification Questionnaire (PQQ):Sample evaluation model

v.2.0

Catering Services andFood Procurement Toolkit


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[Insert Authority Logo]

PRE-QUALIFICATION QUESTIONNAIRE(EVALUATION PACK)

[Title]

[Project Reference]

[Date]

Issued by: [Insert Name of Authority]


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Section CONTENTS Page

no.1 INTRODUCTION

1.1 Background

1.2 Evaluation Award Criteria

1.3 Guidance Notes

1.4 Evaluation Process

1.5 Evaluation Panel

2 MARKING MODEL OUTLINE

3 2. PQQ MARKING CRITERIA

4 3. SCORING MATRIX

5 4. SCORING SCHEDULES


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SECTION 1 - INTRODUCTION

1.1 Background

This document is the Evaluation Model for the Pre-Qualification Questionnaire (PQQ)issued to suppliers who expressed an interest in providing the Provision of StaffRestaurant services at _________________________________.

This procurement is by competitive tender under the EC Restricted Servicesprocedures. A Notice was published in [Name of Publication] on [Date] inviting

interested parties to a Suppliers Bidders Conference (Optional but beneficial) to beheld on [Date] at which the Pre Qualification Questionnaire (PQQ) was issued to allattendees with deadline for receipt of PQQ proposals of [Date]. The technicalevaluation of the proposals by individual members of the Evaluation Panel will meetthe week commencing [Date] to agree the panels scores.

The aim is to create a shortlist, of (optimally 5 to 7) suppliers to take forward and

issue an Invitation to Tender to.

1.2 Evaluation Award Criteria

The evaluation model included in this pack is based on a standard formatrecommended by Defra Procurement and Contracts Division (PCD) StrategicProcurement Group [Remove if required] and has been agreed by all members ofthe Evaluation Panel. It is the aim to select the Most Economically Advantageous

Tender (MEAT).

1.3 Guidance Notes

Submissions must be in numeric order to match the PQQ Questionnaire.

Publicity brochures should not be accepted as providing answers to questions.

Marking criteria are shown in red italicsin Part B, elements of Part C and Parts D,E and F of Section 3of the PQQ Questionnaire.

Mark the submission only, avoid being influenced by reputation.


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1.4 Evaluation Process

You must read and become familiar with the guidance notes before evaluating

tenders.

The PQQ evaluation process comprises two main stages as follows:

1.4.1 Technical/Quality evaluation

Bidders will be assessed, scored and short listed according to the criteria inSection 3 of this pack.

Section C: Policy Requirements shall be assessed by the evaluation panel beforemarking the technical/quality aspects of the submissions.

The members of the evaluation panel, identified in 1.5 below, will be issued withall the responses from the bidders and will each score the technical/quality aspectof the bids submitted (Sections E and F).

Each member of the tender panel must submit their individual scores to [thefacilitator] by [Time & date. Normally 24 hours before the review panel sitsso the individual panel scores can be placed onto the matrix before themeeting starts]. Failure to provide the scores could result in the cancellation ofthe evaluation meeting. All individual panel scores and comments will be recordedon an excel spreadsheet.

The evaluation panel will meet to discuss their individual scores and arrive at aconsensus team score on [date].

1.4.1.1 WeightingsFor Sections E and F, to ensure the relative importance of the categories ofservices are correctly reflected in the overall scores, a weighting system hasbeen applied to each category, as detailed in Section 5 of this document. The

PQQ will be evaluated technically and financially.

Quality / Technical Evaluation Min 50% for and Sections E and F ofSection 3Financial / Commercial Evaluation Pass / Fail


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1.4.1.2 ScoringAll panel members must provide a comment for each score and all questions

must be answered on the scoring sheets to enable discussions to take placeat the Evaluation Panel Meeting(s).

For Sections E and F, each evaluator must independently read and assess theinformation provided. Responses to each question must be scored as follows:

Score 0 Complete failure to grasp/reflect the core issueScore 1 Reflects limited understanding misses some aspectsScore 2 Reflects adequate understanding of all issues and aspectsScore 3 Good understanding and interpretation of requirementsScore 4 Excellent understanding and interpretation. Innovative and

proactive with sound strategy

(Please also refer to the guidance notes in section 1.3)

1.4.2 Financial / Commercial Assessment

The Authoritys in-house Accountant, will analyse all financial responses submittedfor Section D and produce a report detailing the assessment.

The result of the financial / commercial viability assessment [Authoritys in-houseAccountant] will be available at the evaluation meeting to agree team scores [/ thereport will be issued to the evaluation panel after the evaluation meeting.]

The [no. see 1.1 above] highest scoring technical responses who have alsopassed the commercial assessment will be invited to tender.

1.5 Evaluation Panel

The evaluation panel has been formed and comprises of the following individuals:

[Name and Position] - Facilitator (Usually the person responsible for the tenderprocess)

[Name and Position] - Scorer (Usually from the department managing thecontract)


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SECTION 2 [name of project] PQQ Marking Model Outline

Back to Contents Page

1. PQQs Scored By Panel For Organisational Capacity & Method (Sections E & F) Pass Mark Of At Least[50%] Must Be Reached Before Candidates Can Pass To Next Level. Panel Will Also Check That Mandatory

Documents Have Been Provided.

4. Successful Candidates Invited To Tender.

2. PQQs Assessed For Financial Viability By the Authoritys Accountant.Candidates Must Pass This Section In Order to Pass On To The Next Level.

3. Tender Panel Review Meeting To Agree List Of Candidates For Invitation To Tender (ITT).


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SECTION 3

PQQ EXTRACT WITH MARKING CRITERIA


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PRE-QUALIFICATION QUESTIONNAIRE

The evaluation of the Pre-Qualification Questionnaire will be the basis for selecting the Tender list

for this Contract. Each respondent should submit all the information requested in the orderpresented. Failure to do so or failure to provide relevant information may result in elimination.

Section A: Contact Details

Where a consortium bid is proposed, please present the information under this section foreach consortium member individually.

Company Name:

Address:

Web address: e-mail:

Contact Name: Direct Tel No:

Contact Title: Dated:

Signed:


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Section B: Company Information

This section is intended to assist the Authority in understanding your organisation and will not itself

be scored. Where a consortium bid is proposed, please present the information for eachconsortium member individually.

Where a consortium bid is proposed, please present the information under this section for eachconsortium member individually.

1. Is your organisation: (Delete as required)

If other, please specify

Private Limited Company Yes / NoPublic Limited Company Yes / No

Sole Trader Yes / NoOther:

2. The date of your organisations formation3. The date of incorporation in U.K. (or another

country) if different from 1 above.:4. Company Registration Number (if applicable):

5. Is your organisation a subsidiary of anotherorganisation?If so, please provide the name, registeredoffice address and company registrationnumber of the holding or parent companyand the ultimate parent company (ifapplicable):

6. VAT registration number:7. How many staff does your organisation

employ, includes Full -Time/Part-time/Casualsemployed on site and off-site personnel suchas office staff and senior management?

0 to 49 50 to 249 250+

All the above questions must be answered..


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Section C: Policy Requirements

The information required in this section is a mandatory requirement for this PQQ. Failure to

provide relevant information will result in your bid being eliminated.

In order to make processes simpler, you are not asked to provide supporting documents forquestions in Section C. Please note that the Authority will ask to see these documentsshould you pass through to the Invitation to Tender stage.

Health and Safety YES NO

1. Does your organisation have a Health and Safety at Work policy? - headoffice and facilities

2. Does your organisation have a Health and Safety at Work system toimplement this policy?

3. Are all employees trained in at least basic food hygiene to an accreditedlevel (where applicable)?

4. Does your organisation make sure it complies with the Health & Safety atWork Act 1974 and all applicable regulations?

5. Does your organisation have a risk assessment process?6. Does your organisation report incidents and accidents when required

under RIDDOR?

7. Has your organisation had any HSE or Local Authority Improvement orProhibition Notice or warning letter in the last three years?

If yes, has your organisation taken steps to rectify the issues highlightedby the Improvement or Prohibition Notice or warning letter?

The Authority reserves the right to request details at a later stage of theHSE or Local Authority Improvement or Prohibition Notice or warning letterand the action taken by your organisation to rectify any risks and or issuesraised

Quality Management YES NO1. Does your organisation hold a recognised quality assurance accreditation

e.g. BS/EN/ISO 9000 or equivalent?2. If not, does your organisation have a quality management system?


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The bidder should have either a quality certification or a quality management system.

Equal Opportunities

The following questions are based on the questions and descriptions of evidence prescribed by theAuthority in respect of section 18(5) of the Local Government Act 1988. You are required todemonstrate compliance with equality in employment legislation through your answers to thesequestions and by providing supporting information.

Note: If you are not currently subject to UK legislation please supply details of your experience incomplying with equivalent legislation that is designed to eliminate discrimination and to promoteequality of opportunity.

Equal Opportunities YES NO1. Is it your policy as an employer to comply with the statutory

obligations to staff and applicants for employment under the equalityand non-discrimination laws as listed in question 4.5. below?

2. In the last three years has any finding of unlawful discrimination orother breach of these laws been made against your organisation byany court or industrial tribunal?

3. In the last three years has your organisation been the subject of a formal investigation by the Commission for Racial Equality, the EqualOpportunities Commission or the Disability Rights Commission on thegrounds of alleged unlawful discrimination?

4. Is your policy on equal opportunities at work set out:

In instructions to those concerned with recruitment, training andpromotion?

In documents available to employees, recognised trade unions orother representative groups or employees?

In recruitment advertisements or other literature?

Firms with fewer than five employees need not complete this questionbut must develop an equal opportunities policy should the size of thefirm increase.

5. Do you observe as far a possible the equalities and non-discrimination codes of practice as listed below;


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If you answered Yes to question 4.2 or, in relation to question 4.3, a Commission made a findingadverse to your organisation, what steps did you take in consequence of that finding? Please

include on a separate sheet.

If Question 4.1, 4.4 and 4.5 are all answered Yes; andQuestion 4.2 and 4.3 answered No, the organisation will pass this question.

Question 4.4, the organisation must be provide a Yes/No answer to the question. No answer isexpected to this question if the supplier/consortium has fewer than five employees.

If Question 4.5 is answered No, the organisation will fail this question.

If organisations answer Yes to Question 4.2 and/or Question 4.3, they must provide a detailedexplanation of the steps they have taken within their organisation as a result of any finding of unlawfuldiscrimination or any other breach of equal opportunities legislation or investigation by the Commissionfor Racial Equality, the Equal Opportunities Commission or the Disability Rights Commission on thegrounds of alleged unlawful discrimination. If this explanation is provided and is deemed adequate thenthe organisation will pass this question.

If no explanation is provided, the organisation will fail this question and will be eliminated from the PQQevaluation process.


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Section D: Financial Information

The information supplied in this section will be evaluated to assess the longer-term financial viabilityof your organisation. Where a consortium bid is proposed, please present the information for eachconsortium member individually.

1. Please provide a statement of accounts or extracts there from relating to your business,provided that the publication of the statement is required under the law of the State in which

you are established. If such a statement of accounts is not required by the State in which youare established, please supply a statement of the overall turnover of your business and theturnover in respect of the provision of services of the type to be provided under the proposedservices contract in the 3 previous financial years.

Accounts must not be qualified and must have a positive Balance Sheet. They must obtain atleast a satisfactory financial assessment rating or above.

2. Please provide details of any post balance sheet events or contingent liabilities, which havearisen since the last set of your accounts, were published, which you have submitted. (Note:Any UK organisation should declare material post Balance Sheet events, e.g. events whichwould have required disclosure if they had been known when the accounts went to print.

3. Please provide details of your latest forecast for revenue and expenditure for your currentfinancial year.Details to be investigated where accounts have not been provided.

4. Please confirm that, if awarded this contract, it would be executed by the legal entity for whichthe financial information isprovided (i.e. the organisation and/or partnership) and would notform part of a subsidiary operation for which information has not been provided.Financial Accounts and Bank Reference provided must be approved, by the financial authorityevaluating the PQQ.

YES NO


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KEY CONTRACTS

2. Please complete the table below, providing details of your top five contracts.

The Authority reserves the right to contact any of those detailed to request a reference at tenderstage.

Your response should be no more than one side of A4 paper in Arial Font Size 10.

Client Name Client ContactLength of Contract

(include dates)Value of Contract

1

2

3

4

5


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Section F: Method

PUBLIC SECTOR FOOD PROCUREMENT INITIATIVE

1. The Authority requires a Catering Contractor that will actively promote the FoodProcurement Initiative (PSFPI).

Using examples from your current and previous contracts, please demonstrate themethods you use or have used that promote the following aims of the PSFPI.

a. Emission Reduction.

b. Waste Reduction.c. Encouraging the use of small and medium companies (SMEs) in the supply chain.d. Encouraging the use of fairly traded and organic produce.e. Encouraging healthy eating.

2. Please provide a brief case study (no more than two sides of A4) illustratinghow you have managed a similar contract previously, covering as many of thepoints raised in this PQQ as possible.

The case study provided must show evidence that the Supplier can carry out the servicesrequired. Therefore it should highlight experience of operating all the services required at

the location, the provision of support and should be similar in terms of the detail and sizeof the service required. Higher scores should be given if the Service provider has includedfor their case study a location providing a facility similar to the Authoritys requirement andwho demonstrate year on year enhancement of their service delivery.

Failing to provide a relevant case study or providing a publicity brochure which covers

The Supplier must demonstrate a clear understanding of the aims of the PSFPI.

The Supplier must provide examples of how they meet the objectives of the PSFPI (a-eabove) in their current or previous contracts.

Failure to understand the Authoritys requirements will result in a zero score.


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SECTION 4 - SCORING MATRIX

MARKING POINTS

Score 0 Complete failure to grasp/reflect the core issueScore 1 Reflects limited understanding misses some aspectsScore 2 Reflects adequate understanding of all issues and aspectsScore 3 Good understanding and interpretation of requirementsScore 4 Excellent understanding and interpretation. Innovative and

proactive with sound strategy

WEIGHTINGS

10 Minor Importance20 Average Importance30 Major Importance


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SECTION 5 - SCORING SCHEDULES

SUPPLIER : EVALUATOR:Date: ______________

PASS FAIL COMMENTS

SECTION B: COMPANY INFORMATION

SECTION C: POLICY REQUIREMENTS

SECTION D: FINANCIAL INFORMATION

OVERALL PASS/FAIL


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PART E: ORGANISATION, ABILITY AND TECHNICAL CAPACITY

QuestionWeighting

ScoreComments

1. CORE BUSINESS 30

2. KEY CONTRACTS


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SECTION F: METHOD

QuestionWeighting Score Comments

1. PUBLIC SECTOR FOOD PROCUREMENT INITIATIVE

30

2. CASE STUDY 20

[Insert Specification as required]


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