section 1: - dudley.gov.uk · web view[insert any approvals needed e.g. dbs check, any relevant...

This project is receiving up to £34 million of funding made up of £17 million European Social Fund and £17 million Youth Employment Initiative, plus match funding of up to £8m from the Big Lottery Fund and funding from partners

BLACK COUNTRY IMPACT PROJECT

Appendix 4: Template Request for Tenders (RFT)

GUIDANCE NOTE TO CONTRACT OFFICERS: THIS TEMPLATE RFT INCLUDES DRAFTING NOTES THROUGHOUT INDICATED BY YELLOW HIGHLIGHTING. THESE ARE TO BE USED BY THE CONTRACT OFFICER IN COMPILING THE REQUEST FOR TENDERS AND SHOULD BE REMOVED (ALONG WITH THIS GUIDANCE NOTE) BEFORE THE RFT IS ISSUED TO TENDERERS.

The Information in this form will be used to complete the Contract Details, the Conditions and the Schedules which will form the Contract (see Appendix 5 of the DPS Documentation (Order Form and Terms and Conditions))

SECTION 1: TO BE COMPLETED BY IMPACT PARTNER

Tender details

Contract Ref:

Contract Title:

Service Lot(s):

Sub-Category(ies):

Area(s):

Impact Partner[s]:

Impact Partner's[s'] Address:

Impact Partner's[s'] Representative:

Deadline for receipt of Tenders (date and time):

Reason for short deadline for receipt of Tenders (if less than 10 days)

[Explain by reference to urgency and Impact Participant needs, as applicable]

Contract details

Contract Start Date [Insert the date the services are required to be commenced on]

Initial Contract Term [Insert the period for which the services are likely to be provided.]

Possible Extension Period (not guaranteed - see clause 2 of Conditions)

[Include details of any possible extension period]

Services Cohort [Insert number of known and committed Impact Participants / interventions if known]

Potential Services Cohort (not guaranteed – see clause 3 of Conditions)

[If relevant, insert details of the potential number of Impact Participants that may need these services (but are not guaranteed).

Service Delivery Location [Insert – e.g. at home, offices or elsewhere]

[Goods] [For Goods only – insert brief description of goods being purchased]

[Goods Delivery Location] [For Goods only – insert details]

[Required Approvals (if applicable)]

[Insert any approvals needed e.g. DBS check, any relevant accreditations, Ofsted etc]

[Deliverables (if applicable)] [This section is for details of anything that you will expect to be delivered by the Service Provider including any reports which they will need to complete and any specific targets which they must meet (to the extent that they are not covered elsewhere)]

Description of services required (use additional sheet if necessary)

DRAFTING NOTES:

The service description1 to include details of (for example): The service itself. (Here you should explain what services you are looking to

buy – e.g. activities to engage a particular community group? A specific type of training?)

The Services Cohort to whom the service is being provided or the individuals who are being targeted through this service (including specific requirements of individuals where applicable and numbers). Include details of the Potential Cohort (if relevant) unless explained above.

Delivery method (e.g. group delivery or one to one provision?) Location of service provision (unless explained above) Details of the successful outcome – what outcomes do you require the

Service Provider to achieve? (see Service Lot Specifications in Appendix 1).

1 This will need to be tailored to Goods if relevant.

Price requirements:

[Impact Partners to specify the requirements for price (e.g. whether Service Providers are to provide a price per group, price per individual, price per hour, per band and whether they are required to price for any possible Extension Period / Potential Services Cohort.)]

Award Criteria Sub-criteria questions WeightingsQuality Question 1:

[To be completed by Impact Partner. This will ordinarily be a question which asks Service Providers to produce a method statement.]

[To be completed by Impact Partner]

Question 2:[To be completed by Impact Partner]


Question 3:[To be completed by Impact Partner] [Use additional rows if necessary].


Price [To be completed by Impact Partner - use additional rows if necessary]


Total: 100%

The following scoring methodology will be used to score each of the Quality Questions:

SCORING SCALE

Score Commentary

0 Extremely weak or no answer

1 Weak – very far below expectations

2 Poor – well below expectations

3 Poor – below expectations

4 Slightly below expectations

5 Meets expectations

6 Slightly exceeds expectations

7 Good – well above expectations

8 Very good

9 Outstanding

10 Exceptional

The following scoring methodology will be used to score Price: [Impact Partner to specify the methodology for scoring price e.g. The Tender with the lowest Price will be awarded a score of 100 marks. All other Tenders will receive scores expressed as an inverse proportion of the lowest Tender Price.

The formula used will be: (Lowest Tender Price / Tender Price) x 100 = Tender score

All mathematical results will be rounded to 2 decimal places.

You may wish to give a worked example.

The Impact Partner must specify here how price is to be evaluated for the Services Cohort and/or any Potential Services Cohort2. Also whether any possible extension to the Initial Contract Term is to be taken into account in evaluating price. If so, how?].

SECTION 2: TO BE COMPLETED BY SERVICE PROVIDER

Service Providers must ensure that they have read the DPS Documentation including the Impact Partnership DPS Rules, the Contract Details, Conditions and Schedules before submitting their Tender.

(a) Service Provider Information (details of entity that will enter into the Contract):

Service Provider: [Insert entity name and (if relevant) company number]

Service Provider Address:

Service Provider's VAT number:

Service Provider's Representative: [Include name, title, email, telephone number and postal address]

Service Provider named individual for questions about this Tender submission (if different from above):

(b) Response to Quality Questions

Please insert your responses to the above Quality Questions in the boxes below. You responses must not exceed the maximum word counts specified (if any). Any words over the maximum word count will not be considered as part of your response. Unless specifically requested, please do not include appendices or additional documents to support your response as these will not be considered.

2 This will need to be tailored to Goods if relevant.

If your Tender is submitted on behalf of a consortium and/or you are proposing to sub-contract any or all of the Services, you must describe clearly in your responses which entity(ies) will be responsible for which aspects of the service provision. You must also ensure that it is clear which entity will be entering into the Contract with the Impact Partner(s).

Please note that any changes to the sub-contracting / consortium arrangements from those specified in the Application to Join the Impact Project DPS (in respect of a successful Application to Join) may affect the ability of the Service Provider to participate in the Impact Project DPS or to provide the services required. Please refer to the Application to Join for more information.

Response to Quality Question 1 (max word count: [To be completed by Impact Partner])

(c) Price

Please complete the table below to indicate what your price will be for the Services / Goods (note, the Impact Partners will specify what information they require from you in respect of price in Section 1 of this RFT (e.g. price per group, price per individual, band prices, price per hour, whether you are required to price for any possible Extension Period / Potential Services Cohort) and how they will take this into account in evaluating your response):

Price

To the Impact Partner(s)

I / We the undersigned confirm that the information submitted in our Application to Join the Impact Project DPS remains true and accurate (including) but not limited to our responses to Section B (Grounds for Exclusion).

I / We confirm that I / We have the Required Approvals as specified in the Request for Tenders.

I / We DO HEREBY UNDERTAKE on the acceptance by the relevant Impact Partner(s) of my / our Tender either in whole or in part, to perform the services/supply the goods, on such terms and conditions and in accordance with such specifications, as are contained / incorporated / referred to in the Impact Partner(s)'s Request for Tenders.

I / We agree and declare that upon acceptance of this Tender by letter or email on behalf of the relevant Impact Partner(s) named in the Request for Tenders whether for the whole or part of the items included therein, I/we will sign/execute the contract terms.

Signed: ...................................................……. Date: ........................................................

Name: (in block capitals)

In the capacity of: ................................................. on behalf of: (state official position, i.e. Director, Manager, Secretary etc.).

Company / Legal Entity* Name and postal address:

Telephone No:

E-mail:

*Please ensure that the entity named here is the entity which has been admitted to the DPS List for the Service Lot(s) and (if applicable) Sub-Category(ies) to which this Request for Tenders relates.

CERTIFICATE OF NON-COLLUSION

In the case of a Consortium, each Consortium Member must complete and return this Certificate.

To: The Impact Partnership

The essence of the public procurement process is that the Impact Partnership shall receive bona fide competitive Tenders from all Service Providers. In recognition of this principle I/we certify that this is a bona fide Tender, intended to be competitive and that I/we have not fixed or adjusted the amount of the Tender or the rates and prices quoted by or under or in accordance with any agreement or arrangement with any other party.

I/We also certify that I/we have not done and undertake that I/we will not do at any time any of the following acts:

a) communicate to a party other than the Impact Partnership the amount or approximate amount of my/our proposed Tender (other than in confidence in order to obtain quotations necessary for the preparation of the Tender);

b) enter into any agreement or arrangement with any other party that he shall refrain from tendering or as to the amount of any Tender to be submitted;

c) offer or agree to pay or give or pay or give any sum of money inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused any act or omission to be done in relation to any other Tender or the proposed Tender; or

d) enter into any type of agreement or arrangement with any other party aimed at distorting the outcome of the competition.

In this Certificate:

the word “person” includes any person, body or association, corporate or incorporate. the phrase “any agreement or arrangement” includes any transaction, formal or

informal whether legally binding or not. the word “Tender” includes all Tender submissions including any associated

clarifications provided by the Tenderer.

1 SIGNED ......................................................................................

POSITION ......................................................................................

2 SIGNED ......................................................................................

POSITION ......................................................................................

On behalf of ..............................................................................................

Date ..........................................................................................................

CERTIFICATE OF NON-CANVASSING

In the case of a Consortium, each Consortium Member must complete and return this Certificate.

To: The Impact Partners

I/We hereby certify that I/we have not in connection with the award of a Contract under the Impact Project DPS:

canvassed any member, employee, agent of the Impact Partners

undertaken to unduly influence the decision-making process of any of the Impact Partners

undertaken to obtain confidential information that could confer upon me/us an undue advantage in the award of the Contract

and that no person employed by me/us or acting on my/our behalf has done any such act.

I/We further hereby undertake that I/we will not in the future do or seek to do the prohibited acts referred to above and that no person employed by me/us or acting on my/our behalf will do any such act.

1 SIGNED ......................................................................................

POSITION ......................................................................................

2 SIGNED ......................................................................................

POSITION ......................................................................................

On behalf of ..............................................................................................

Date ..........................................................................................................

section 1: - dudley.gov.uk · web view[insert any approvals needed e.g. dbs check, any relevant...

Documents