website document - cotswold district web viewpotential providers are advised to read the code of ......

www.cotswold.gov.uk

INVITATION TO TENDERFor the provision of the Design, Build, Implementation & Hosting of a new website for the Cotswold Tourism Partnership

NON OJEU WORKS TENDER

DEADLINE FOR RETURN:1st July 2015 – 12 noon

CONTENTS

1. BACKGROUND........................................................................12. PROJECT SCOPE.....................................................................1SCHEDULE 1 – Tender rules and process.........................................21. Introduction............................................................................................22. Confidentiality........................................................................................33. Freedom of information and environmental information regulations.....44. Canvassing.............................................................................................55. Consortia and sub-contracting organisations.........................................56. Collusive behaviour................................................................................67. No inducement or incentive...................................................................78. Safeguarding..........................................................................................79. Social value act......................................................................................710. Health and safety...................................................................................711. Right to reject / disqualify......................................................................712. Non consideration of tender...................................................................913. Right to cancel, clarify or vary the process............................................914. Tender validity.......................................................................................915. Contract term.........................................................................................916. Acceptance and admission to the contract............................................917. Instructions for completion..................................................................1018. Questions and clarifications.................................................................1119. Amendment of tender documents.......................................................1220. Return of the tender response.............................................................1221. Disclaimers...........................................................................................1222. Notification of award............................................................................1323. Debriefing............................................................................................1324. Indicative tendering timetable.............................................................1325. Tender evaluation criteria....................................................................1426. Scoring methodology...........................................................................1728. The contract.........................................................................................1829. Potential providers warranties.............................................................1930. Announcements...................................................................................19Cotswold District Council www.cotswold.gov.uk

http://www.cotswold.gov.uk/

31. Definitions............................................................................................19SCHEDULE 3 - PROVIDERS RESPONSE...........................................28PART A – Commercial Information.................................................................28PART B – Financial Information......................................................................37PART C – Technical Capability........................................................................38PART D – Technical Proposal..........................................................................41PART E – Financial Proposal...........................................................................52DOCUMENTS................................................................................53Doc 1 - Form of Tender..................................................................................53Doc 2 - Anti-Collusion and Competition Code Certificate...............................54Doc 3 - Anti-Canvassing Certificate...............................................................56Doc 4 - Freedom of Information Act 2000 / Environmental Information Regulations 1994...........................................................................................57Doc 5 - Statement relating to good standing.................................................58Doc 6 - Discretionary grounds for rejection...................................................59Doc 7 - Declaration........................................................................................60APPENDIX A - Checklist of Attachments.........................................................61

Cotswold District Council www.cotswold.gov.uk


1. BACKGROUNDThe Cotswolds as a destination is a recognised brand both nationally and internationally. It is currently ranked 6th nationally by VisitEngland in terms of performance as a destination. The area is a unique combination of many different high quality offers from vibrant towns and cities, picturesque villages, local limestone, a comprehensive retail offer, full calendar of events, heritage attractions, locally sourced food and drink, the natural environment and much more. While the Cotswolds is a well performing destination, with high awareness and appreciation, there is great potential for economic growth in the whole area through increased tourism activity and product development leading to a better visitor’s experience.

In 2015, the Partnership’s primary objective is to improve Cotswolds Tourism’s online presence, beginning with the redevelopment of the official tourism website for the Cotswolds, www.cotswolds.com . A new interactive website, with a modern design will enable both national and international visitors to find out about the accommodation and attractions on offer, as well as a plethora of other information to help increase visitor numbers, overnight stays, which in turn will help increase visitor spend and help improve the local economy.

Until recently Cotswolds Tourism was run by the Local Enterprise Partnership for Gloucestershire (GFirst), but is about to transfer into a private company run by and on behalf of members of Cotswold Tourism, which also involving local authorities across the Cotswolds and the Cotswolds Conservation Board. In the interim Cotswold District Council is taking the lead on behalf of the Partnership which is predominantly a marketing organisation to grow tourism in the Cotswolds. As the official Destination Management Organisation (DMO) we will also be the recognised link to the national tourism authorities VisitEngland and VisitBritain.

The new Partnership has a Partnership Manager who reports to the new Cotswolds Tourism Board, and a recently appointed Digital Marketing Manager. Other staff will be employed when funding allows. For now the important thing is to concentrate on growing the membership of Cotswold Tourism, raising more revenue and setting up the new membership structure, which will be heavily based on what the website can provide.

Cotswolds Tourism will be a not-for-profit company with any surplus revenue paying for marketing campaigns and initiatives to promote the Cotswolds and the Cotswolds Tourism Partnership Member’s.

2. PROJECT SCOPEThe current website does not inspire visitors to visit the Cotswolds, or to even use the website; with its dated design, heavy text content, weak navigation,

Cotswold District Council Page 1 www.cotswold.gov.uk


http://www.cotswolds.com/

poor imagery and minimal functionality, a new website is urgently required.

www.cotswolds.com will be the key marketing tool for the new DMO to raise the profile of both domestic and international tourism in the Cotswolds. It needs to innovate and offer creative ways to meet the needs of an industry which has the potential for huge growth in the hands of the new Cotswolds Tourism Partnership.

We need a cost effective technology solution with an innovative and entrepreneurial approach with in-built flexibility. The system must provide increased efficiency and operational effectiveness which has a significant impact on tourism growth and the visitor economy, creating sustainable revenue streams and providing increased availability and distribution of the area’s tourism product.

The website needs to be redeveloped in order to improve its functionality, its design, its navigation, its Search Engine Optimisation, as well as providing additional features that will increase a visitor’s time spent on the website. We also want to increase the number of page views for Cotswolds Tourism member listings and website referrals, therefore strengthening the Cotswolds Tourism membership scheme.

SCHEDULE 1 – Tender rules and process1. Introduction1.1. Unless otherwise indicated, all words and expressions used in these

instructions to Potential Providers with an initial capital letter shall have the meanings set out in the Conditions of Contract. A definitions schedule is included at Paragraph 30 of this document.

1.2. Cotswold District Council (the “Council”) is seeking to award a Contract for the Design, Build, Implement and Hosting of a new website for the Cotswolds Tourism Partnership (the “Contract”). This contract is being procured under the open procedure.

1.3. The Council is looking for one Provider to be appointed to the Contract, although bids from consortia (with a lead Provider for contractual purposes) or Providers proposing to use sub-contractors for any part of their solution will be considered.

1.4. Potential Providers are (in accordance with the provisions set out below) invited to submit Tenders no later than [12 noon] on 1st July 2015.

1.5. The Council will not enter into detailed discussions of the requirements at this stage.




1.6. All material issued in connection with this Invitation to Tender (ITT) shall remain the property of the Council and shall be used only for the purpose of this procurement. All Due Diligence information shall be either returned to the Council or securely destroyed by the Potential Provider (at the Council’s option) at the conclusion of the procurement.

1.7. The Potential Provider shall ensure that each and every sub-contractor, consortium member and adviser abides by the terms of this ITT and the Conditions of Tender.

1.8. This ITT describes the Council’s requirements for the Works the tendering process and the commercial terms on which the Council will contract in due course with the successful Provider.

1.9. This ITT also sets out details on the form and content and the timetable and other administrative arrangements for the tendering process.

1.10.Prior to commencing formal evaluation, Tender Responses will be checked to ensure that they are fully compliant with the Conditions of Tender. Non-compliant Tender Responses may be rejected by the Council. Tender Responses which are determined by the Council to be fully compliant will proceed to evaluation. These will be evaluated

1.11.Following evaluation of the compliant Tenders and approval of the outcome the Council intends to appoint one Provider to enter into the Contract.

1.12.Potential Providers should read this ITT carefully before completing the Tender documentation. Failure to comply with the requirements set out in this ITT for completion and submission of the Tender Response may result in the rejection of the Tender. Potential Providers are required therefore to acquaint themselves fully with the extent and nature of the Services and the Contract. This ITT constitutes the Conditions of Tender. By Participating in the tender process the Potential Provider acknowledges and represents that it accepts these Conditions of Tender and acts in full knowledge that the Council shall rely on that representation.

1.13.Potential Providers shall not make contact with any other employee, agent or consultant of the Council who are in any way connected with this procurement during the period of this procurement, unless instructed otherwise by the Council.

1.14.The Council shall not be committed to any course of action as a result of:1.14.1. Issuing this ITT or any invitation to participate in this procurement; or1.14.2. An invitation to submit any response in respect of this procurement; or1.14.3. Communicating with a Potential Provider or a Potential Providers

representatives or agents in respect of this procurement; or1.14.4. Any other communication between the Council (whether directly of by

its agents or representatives) and any other party.1.15.The Council will not reimburse any costs incurred by Potential Providers in

connection with the preparation and submission of Tender Responses including Cotswold District Council Page 3 www.cotswold.gov.uk


without limitation any cost in the event the Council exercises its right to alter or terminate this procurement.

1.16.No information contained in this ITT or any communication made between the Council and any Potential Provider in connection with this ITT shall be relied upon as constituting a Contract, agreement or representation that any contract shall be offered in accordance with this ITT. The Council reserves the right subject to the Regulations, to change without notice the basis of, or the procedures for, the tendering process or to terminate the process at any time. Under no circumstances shall the Council incur any liability to any Potential Provider in respect of the ITT or any supporting documentation. The Council shall be under no obligation to accept the lowest-priced Tender or any Tender at all.

2. Confidentiality2.1. The contents of this ITT are being made available by the Council to Potential

Providers on condition that:2.1.1. Potential Providers shall at all times treat the contents of the ITT and

any related documents (together called the ‘Information’) as confidential, save in so far as they are already in the public domain;

2.1.2. Potential Providers shall not disclose, copy, reproduce, distribute or pass any of the Information to any other person at any time or allow any of these things to happen;

2.1.3. Potential Providers shall not use any of the Information for any purpose other than for the purpose of submitting (or deciding whether to submit) a response to this ITT; and

2.1.4. Potential Providers shall not undertake any publicity activity within any section of the media.

2.2. The Tender documents and all other documentation issued by the Council relating to the Contract shall be treated by the Potential provider as private and confidential for use only in connection with the Tender and any resulting contract and shall not be disclosed in whole or in part to any third party unless:2.2.1. Information has been disclosed for the purposes of obtaining quotations

from proposed insurers and/or sub-contractors as required for the Tender Submission; or

2.2.2. The Potential Provider obtains the prior written consent of the Council in relation to such disclosure, distribution or passing of Information; or

2.2.3. The disclosure is made for the sole purpose of obtaining legal advice from external lawyers in relation to the procurement or to any contract arising from it; or

2.2.4. The Potential Provider is legally required to make such a disclosure.2.3. In paragraph 2.1 and 2.2 above the definition of ‘person’ includes but is not

limited to any person, firm, body or association, corporate or incorporate.



2.4. The Council may disclose detailed information relating to Potential Providers to its officers, employees, agents or advisers and the Council may make any of the documents and / or Information and / or other information as tendered or otherwise made available for the purposes or in any way whatsoever related to this ITT for private inspection by, without limitation, its officers, employees, agents or advisers. The Council also reserves the right to disseminate information that is materially relevant to the procurement to all Potential Providers, even if the information has only been requested by one Potential Provider, subject to the duty to protect each Potential Providers commercial confidentiality in relation to its ITT submission (subject to the provision of Document 4 (FOIA) of this ITT).

2.5. The copyright in all the documents that constitute the Contract shall vest in the Council and all such documents and all copies thereof are and shall remain the property of the Council and must be returned to the Council upon demand.

3. Freedom of information and environmental information regulations

3.1. The Freedom of Information Act 2000 (“FOIA”) and the Environmental Information Regulations 2004 (“EIR”), make provision for the disclosure of information held by public authorities or by persons providing services for them. The FOIA/EIR provides that anyone can ask the Council for any information and, unless an exemption applies, the information must be supplied. This means that all the information that a Potential Provider provides to the Council under this tendering process will be subject to the FOIA/EIR disclosure provisions.

3.2. If a Potential Provider believes that any of the information contained in its Tender, or otherwise supplied to the Council as part of this tendering process, is either confidential, commercially sensitive or constitutes a trade secret it should make a statement to that effect in a schedule to its Tender (marked “FOIA/EIR Schedule”), with a brief description of each item of information affected and the reasons why it has been included in the schedule. It is the Potential Provider’s responsibility to keep this schedule updated as the tendering process progresses, for example where further information is elicited from Potential Providers through clarification questions.

3.3. Potential Provider should appreciate that the simple marking of information with words such as “commercial in confidence” only has the effect of identifying to the Council that an exemption could potentially apply under the FOIA/EIR. The issue will not simply be whether information is marked as confidential but whether, for example, a duty of confidence in fact applied in law to that piece of information or whether release would be likely to prejudice the Potential Providers interests.

3.4. Potential Providers are advised to read the Code of Practice issued by the Department for Constitutional Affairs under Section 45 of the FOIA, which gives guidance to public authorities on the handling of requests for information the disclosure of which may affect the interests of third parties. The code can be



accessed on the internet at: http://www.justice.gov.uk/downloads/information-access-rights/foi/foi-section45-code-of-practice.pdf

3.5. Where Potential Provider identifies information as commercially sensitive under the FOIA/EIR, the Council will use its reasonable endeavours to maintain confidentiality. Potential Providers should note, however, that, even where information is identified as commercially sensitive, the Council may be required to disclose such information in accordance with the FOIA/EIR. In particular, the Council is required to form an independent judgement concerning whether the information is exempt from disclosure under the FOIA/EIR.

3.6. Potential Providers should bear in mind that the listing by them of information in an FOIA/EIR schedule cannot provide automatic guarantee that the Council will not disclose such information (or the fact that it holds it) since the Council cannot fetter the application of the FOIA/EIR.

4. Canvassing4.1. Any Potential Provider who directly or indirectly canvasses any officer,

member, employee or agent of the Council concerning this procurement or who directly or indirectly obtains or attempts to obtain information from any such officer, member, employee or agent concerning any other Potential Provider, Tender or proposed Tender concerning this procurement shall (without prejudice to any other remedy available to the Council) and unless specifically permitted in this ITT for the purposes of clarifying the procurement process, be disqualified.

5. Consortia and sub-contracting organisations5.1. Where a consortium or sub-contracting approach is proposed, all information

requested should be given in respect of the proposed prime consortium leader. Relevant information should also be provided (as indicated in the ITT) in respect of consortium members or sub-contractors who will play a significant role (being 25% or more of the value) in the delivery of the requirements under Contract. Responses must enable the Council to assess the overall consortia or core supply base.

5.2. Where the proposed prime contractor is a special purpose vehicle or holding company, information should be provided of the extent to which it will call upon the resources and expertise of its members.

5.3. The Council recognises that arrangements in relation to consortia and sub-contracting may (within limits) be subject to future change. Potential Providers should therefore respond in the light of the arrangements as currently envisaged. Potential Providers are reminded that any future change in relation to consortia and sub-contracting must be notified to the Council so that it can make further assessment by applying the selection criteria to the new information provided.



http://www.justice.gov.uk/downloads/information-access-rights/foi/foi-section45-code-of-practice.pdf

http://www.justice.gov.uk/downloads/information-access-rights/foi/foi-section45-code-of-practice.pdf

5.4. Multi-disciplinary organisations and/or specially formed consortia may tender for the Contract.

5.5. The Council’s approach will be, in circumstances where two or more organisations form a consortium or a joint venture, to either :5.5.1. Enter into the Contract with one of the organisations (who acts as a lead

partner) (with the Council reserving the right to require the prime consortium leader to procure collateral warranties from the other organisations that form part of the consortium or joint venture); or

5.5.2. Enter into a Contract with all of the organisations on condition that each organisation is jointly and severally liable for the performance of the Contract; or

5.5.3. If the organisations have formed a legal entity such as a limited company, to enter into the Contract with that legal entity.

5.6. Potential Providers must be able to satisfy the Council as to their ability to perform the Works to the Contract Standards. Nevertheless, the Council will consider proposals for the Potential Provider for part of the Works to be performed by sub-contractors provided that:5.6.1. The proposed part of the Works and the sub-contractors are approved

by the Council which may include the prior approval of the terms of the sub-contractor’s appointment or contractual arrangements to be entered into between the Provider and any such sub-contractor; and

5.6.2. Upon request by the Council the Provider procures a collateral warranty (in a form approved by the Council) from the proposed sub-contractors to the Council in respect of the performance of the relevant part of the Works.

5.7. Potential Providers should refer to the Conditions of Contract as they relate to sub-contracting.

6. Collusive behaviour6.1. Any Potential Provider who:

6.1.1. fixes or adjusts the amount of its Tender by or in accordance with any agreement or arrangement with any other party; or

6.1.2. communicates to any party other than the Council the amount or approximate amount of its proposed Tender or information which would enable the amount or approximate amount to be calculated (except where such disclosure is made in confidence in order to obtain quotations necessary for the preparation of the Tender or insurance or any necessary security); or

6.1.3. enters into any agreement or arrangement with any other party that such other party shall refrain from submitting a Tender; or

6.1.4. enters into any agreement or arrangement with any other party as to the amount of any Tender submitted; or



6.1.5. offers or agrees to pay or give any sums or sums of money, inducement or valuable consideration directly or indirectly to any party for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender, any act of omission, shall (without prejudice to any other civil remedies available to the Council and without prejudice to any criminal liability which such conduct by a Potential Provider may attract) be disqualified.

7. No inducement or incentive7.1. This ITT is issued on the basis that nothing contained in it shall constitute an

inducement or incentive nor shall have in any other way persuaded a Potential Provider to submit a Tender or enter into the Contract or any other contractual agreement.

8. Safeguarding8.1. Everybody has the right to be safe no matter who they are or what their

circumstances. Safeguarding is about protecting children, young people and vulnerable adults from abuse or neglect.

8.2. We are all responsible for the safety of children, young people and vulnerable adults. We must ensure that we are doing all we can to protect the most vulnerable members in our society.

8.3. The Council expects that any organisation wishing to provide Services where staff are employed to do work directly or indirectly with children, young people or vulnerable adults are to demonstrate standards of safeguarding commensurate with those expected of statutory organisations.

9. Social value act 9.1. The Council has considered how this Contract might improve the economic,

Social and environmental well-being of the area where it exercises its functions and how it might act with a view to securing that improvement.

9.2. Accordingly, the subject matter of the contract has been scoped to take into account the priorities of the Council relating to economic, social and environmental well-being. These priorities are described in the ITT and are reflected in the environmental and social characteristics of the evaluation criteria for the award of the Contract.

10. Health and safety10.1.The Council has a duty to provide and maintain, where practicable, a working

environment for its employees and members of public that is safe and without risks to health. As a condition of this contract, the Council requires that any Provider or sub-contractor that may be employed to perform a service on behalf of the Council will at all times identify and exercise all necessary precautions for the health and safety of all persons including employees, Council employees, contractors and the public who may be affected by the Services.



10.2.The Provider must comply with and ensure that its employees, sub-contractors and agents comply with all health and safety legislation and associated approved codes of practice and guidance which are in any way applicable to this Contract or the performance of Services under this contract.

11. Right to reject / disqualify11.1.The Council reserves the right to reject or disqualify any Tender submitted by

a Potential Provider in respect of which the Potential Provider:11.1.1. fails to comply fully with the requirements of this ITT or is guilty of a

serious misrepresentation in supplying any information required in this document; or expression of interest; and / or

11.1.2. is guilty of serious misrepresentation in relation to its Tender; expression of interest and/ or the Tender process; and/ or

11.1.3. there is a change in identity, control, financial standing or other factor impacting on the selection and/ or evaluation process affecting the Potential Provider; and / or

11.1.4. discloses to any third party prices shown in its Tender except where such disclosure is made in confidence in order to obtain quotations necessary for the purposes of financing or insurance; and / or

11.1.5. enters into any agreement with any other person that such other person shall refrain from submitting a Tender or shall limit or restrict the prices to be shown by any other Potential Provider in its Tender; and / or

11.1.6. fixes prices in its Tender in accordance with any arrangement with any person or by reference to any other Tender; and / or

11.1.7. offers or agrees to 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 to be done in relation to any other Potential Provider or any other person’s proposed Tender any act or omission; and / or

11.1.8. in connection with the award of the Contract commits an offence under the Bribery Act 2010 or gives fee or reward the receipt of which is an offence under Section 117(2) of the Local Government Act 1972; and / or

11.1.9. has directly or indirectly canvassed any member or official of the Council concerning award of the Contract or who has directly or indirectly obtained or attempted to obtain information from any such member or official concerning any other Potential provider or Tender submitted by any other Potential Provider; and / or

11.1.10. has done anything improper to influence the Council during the Tender period; and / or

11.1.11. has put any name or mark on the envelope in which the Tender is contained identifying the Potential provider; and / or



11.1.12. has failed to use English language; and / or11.1.13. has failed to return fully completed and signed tender

deliverables.11.2.The Council also reserves the right to reject a Tender:

11.2.1. from a Potential Provider if another Potential Provider has to the knowledge of that first named Potential Provider named that first named Potential Provider as a sub-contractor;

11.2.2. from a Potential Provider if that Potential Provider has named as sub-contractor another person who to the knowledge of the first named Potential Provider has submitted or intents to submit a Tender;

11.2.3. from a group company of another Potential Provider;11.2.4. from a person who is a member of a partnership or consortium which

has submitted or intends to submit a Tender; or11.2.5. from a Potential Provider where the Council believes that there has

been any form of co-operation or collusion with another Potential Provider.

11.3.For the avoidance of doubt any non-acceptance or rejection in accordance with paragraphs 11.1 and 11.2 above shall be without prejudice to any other civil remedies available to the Council or any criminal liability that such conduct by a Potential Provider may attract.

12. Non consideration of tender12.1.The Council may at its absolute discretion refrain from considering any Tender

if:12.1.1. it is not in accordance with this ITT and all other instructions issued by

the Council during the Tender period; and/or12.1.2. The Potential Provider does not submit a Tender for the provision of

the whole of the Services.

13. Right to cancel, clarify or vary the process13.1.The Council reserves the right to:

13.1.1. cancel or withdraw from the tender process at any stage; and/or13.1.2. amend the terms and conditions of the tender process; and/or13.1.3. require the Potential Provider to clarify its Tender in writing and/or

provide additional information (failure to respond adequately may result in the Potential Provider not being selected); and/or

13.1.4. not to award the contract (no costs will be refunded or liability will be accepted by the Council in this instance)



14. Tender validity14.1.Tenders are to remain open for acceptance for a minimum period of 90 days.

A tender valid for a shorter period may be rejected.

15. Contract term15.1.The Contract shall be for three years with a further two year extension option.

Any extension of the Contract shall be on the Terms and Conditions agreed in the initial period of Services provision, subject to any modifications that may be required.

15.2.The Contract term is 16th July 2015 to 17st July 2018.

16. Acceptance and admission to the contract16.1.The Potential Provider in submitting the Tender undertakes that in the event of

the Tender being accepted by the Council and the Council confirming in writing such acceptance to the Potential Provider, the Potential Provider will within 30 days of being called upon to do so by the Council execute the Contract in the form set out in Schedule 4. It is important that the requirements of the open procedure under the Regulations are complied with, and the open procedure prohibits negotiations during the procurement process. Given this, the Contract will not be subject to negotiation. By submitting the Form of Tender, Potential Providers will be confirming that they are willing to enter into the Contract as set out in Schedule 4 to this ITT. The Council reserves the right to reject a Potential Provider who does not accept the Contract.

16.2.The Council shall be under no obligation to accept the lowest or any Tender.16.3.Any acceptance by the Council of a Tender shall be notified to the successful

Provider in writing (the “Acceptance Letter”). Until the execution of the formal Contract, a successful Tender (including any agreements in writing), together with the Councils Acceptance Letter, shall form a binding agreement between the Council and the successful Provider on the terms set out in the Contract.

16.4.The successful Provider will be required to commence the provision of the Works on17th July 2015 (or such other date to be advised) being the Commencement Date.

17. Instructions for completion17.1.Potential Providers must obtain for themselves at their own responsibility and

expense all information necessary for the preparation of the Tender Response. Potential Providers are solely responsible for the costs and expenses incurred in connection with the preparation and submission of their Tender Response and all other stages of the selection and evaluation process. Under no circumstances will the Council or any of their advisers, be liable for any costs or expenses borne by the Potential Providers, sub-contractors, suppliers or advisers in this process.

17.2.Potential Providers are required to complete and provide all information required by the Council in accordance with the Conditions of Tender and the



ITT. Failure to comply with the Conditions and the ITT may lead the Council to reject a Tender Response.

17.3.The Council may require Potential Providers to clarify answers in the Tender Response or to supply additional information if it considers this appropriate including conducting reference site visits; asking for demonstrations; and/or presentations.

17.4.The Council relies on Potential Providers own analysis and review of information provided. The Council does not warrant the accuracy nor sufficiency of any information provided and all information provided has been provided for information purposes only. Consequently, Potential Providers are solely responsible for obtaining information which they consider is necessary in order to make decisions regarding the content of their Tender Response and to undertake any investigations they consider necessary in order to verify any information provided to them during the procurement process.

17.5.Potential Providers should notify the Council promptly of any perceived ambiguity, inconsistency or omission in this ITT, any of its associated documents and/or any other information issued to them during the procurement process.

17.6.Potential Providers must adhere to the format of this ITT when answering the questions. Where questions cannot be answered fully, please provide relevant explanation and details. Where a question is not relevant to your organisation, write/type “Not Applicable” in the appropriate place.

17.7.Potential providers are asked to include a single point of contact in their organisation for their response to the ITT. The Council will not be responsible for contacting the Potential Provider through any route other than the nominated contact. The Potential Provider must therefore undertake to notify any changes relating to the contact promptly.

17.8.If a Potential Provider considers that any of the information included in their Tender Response is commercially sensitive, it should identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity.

17.9.Potential Providers should be aware that, even where they have indicated that information is commercially sensitive, the Council may be required to disclose it under the FOIA and / or EIR if a request is received.

17.10.Potential Providers should also note that the receipt of any material marked “confidential” or equivalent by the Council should not be taken to mean that the Council accepts any duty of confidence by virtue of that marking.

17.11.If separate sheets are needed, these should be clearly marked on the top right hand corner with the number of the question to which it relates and the name of the Potential Provider. In addition, please indicate under the relevant question that this has been done. Answers to the questions and any accompanying documentation must be in English.



17.12.If the Potential Provider reproduces the ITT, the paragraph numbering, content or wording of the questions must not be changed in any way.

17.13.Potential Providers are asked not to supply general marketing, promotional or similar material in answer to a question, unless such information is specifically requested or the material supplied is particularly relevant to the question. If such material is specifically requested it should be marked clearly to show the Potential Providers name, the number of the question to which it relates and, if appropriate, the page number of the section of the material which is relevant.

17.14.A Partner or other authorised representative of the Company/Organisation must sign the Tender Response on behalf of the Potential Provider.

17.15.If the Potential Provider is a member of a group of companies (e.g. sister organisation, subsidiary etc), the Tender Response should be completed on behalf of the individual Potential Provider and not on behalf of the group as a whole (except where group information is specifically requested by the question).

17.16.In the event that none of the responses are deemed satisfactory, the Council reserves the right to terminate the procurement and where appropriate re-advertise the procurement.

17.17.Potential Providers must be explicit and comprehensive in their responses to this ITT as this will be the single source of information on which responses will be scored and ranked. Potential Providers are advised neither to make any assumptions about their past or current supplier relationships with the Council nor to assume that such prior business relationships will be taken into account in the evaluation procedure.

17.18.Price and any financial data provided must be submitted in or converted into pounds sterling. Where official documents include financial data in a foreign currency, a sterling equivalent must be provided.

17.19.Potential Providers are reminded that this is the EU open procedure and that Potential Providers must be capable of acceptance in their own right without negotiation.

18. Questions and clarifications18.1.All requests for clarification about the requirements or the process of this

procurement exercise shall be made in accordance with paragraph 18.3. No approach of any kind in connection with this ITT should be made to any other person within, or associated with the Council.

18.2.The Council will endeavour to answer all questions as quickly as possible, but cannot guarantee a minimum response time. The Council has designated a specific window of time to deal with clarification requests from Potential Providers.

18.3.Clarification requests should be submitted via the South East Business Portal from 10th June 2015



18.4.No further requests for clarifications will be accepted after 5pm on 17th June 2015

18.5.Should a Potential Provider wish to avoid disclosure of its question, or the Council’s response to it (for example on the basis that the request or response contains commercially confidential information or may give another Potential Provider a commercial advantage), the request must be clearly marked “in confidence – not to be circulated to other Potential Providers” and the Potential Provider must set out the reason(s) for the request for non-disclosure to other Potential Providers. The Council will consider any such request for non-disclosure on its merits, and in particular whether any regulations or considerations of probity require it to be denied. Where the Council decides that the question or request, and its response, cannot be withheld from circulation, the Potential Provider will have the opportunity to withdraw the question or request to represent it in a different format.

19. Amendment of tender documents19.1.At any time prior to the deadline for the receipt of Tender Responses, the

Council can modify the ITT by amendment. Any such amendment will be numbered and dated and issued by the Council to all Potential Providers. In order to give Potential Providers reasonable time in which to take the amendment into account in preparing their Tenders, the Council shall aim to issue any such amendments by 19th June 2015 failing which the Council may, at its sole discretion, extend the deadline for receipt of Tenders (unless such extension is mandatory to comply with the Regulations, in which case an extension shall be made).

19.2.Potential Providers may modify their Tender Response prior to the deadline. If modification is made, the Potential Provider should submit any such modification in writing as per paragraph 20.4. No Tender may be modified subsequent to the deadline for receipt.

19.3.Potential Providers may withdraw their Tender Response at any time prior to the deadline for receipt of Tender submissions. The notice to withdraw the Tender must be in writing and to the address detailed in paragraph 18.3.

20. Return of the tender response20.1.The Tender Response must be submitted in the form specified in paragraph

20.4. Failure to do so may render the response non-compliant and it will be rejected.

20.2.The completed Tender Response must be returned no later than 12 noon on 1ST July 2015

20.3.It is the responsibility of Potential Providers to ensure that submissions are received by the closing time on the closing date. The Council’s constitution states that any Tender Response received after the deadline will be rejected and not considered for evaluation.



Please return your completed Tender Response by uploading it on the South East Business Portal.

20.4.Failure to comply with these instructions may affect your eligibility for the competition.

20.5.Tender Responses will be received any time up to the deadline stated above.

21. Disclaimers21.1.Whilst the information in this ITT, Due Diligence Information and supporting

documents have been prepared in good faith, it does not purport to be comprehensive nor has it been independently verified.

21.2.Neither the Council, nor any advisors, officers, members, partners, employees, other staff or agents:21.2.1. makes any representation or warranty (express or implied) as to the

accuracy, reasonableness or completeness of the ITT; or21.2.2. accepts any responsibility for the information contained in the ITT or

for their fairness, accuracy or completeness of that information nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication.

21.3.Any persons considering making a decision to enter into contractual relationships with the Council following receipt of the ITT should make their own investigations and their own independent assessment of the Council and their requirements for Works and should seek their own professional financial and legal advice. For the avoidance of doubt the provision of clarification or further information in relation to this ITT or any other associated documents (including the schedules) is only authorised to be provided following a query made in accordance with paragraph 18.3 of this invitation to tender.

21.4.Any Contract concluded as a result of this ITT shall be governed by English Law.

22. Notification of award22.1.Contract award is subject to the formal approval process of the Council and

subject to Contract. Until all necessary approvals are obtained, and the standstill period completed, no agreement will be entered into.

22.2.The Council will notify the successful Provider of their decision to award the Contract in writing.

23. Debriefing23.1.Following conclusion of the procurement all unsuccessful Potential providers

will be afforded the opportunity of a debrief.



24. Indicative tendering timetable24.1.To ensure that the evaluation and award process is completed and the

Contract executed prior to the commencement date, the Council has set the following tendering timetable. The Council reserves the right to amend the timetable.

Stages in the Procurement Deadline

Advertisement on the South East Business Portal and Cotswold / West Oxfordshire District Councils website

9th June 2015

ITT available to Potential Providers 9th June 2015

Clarification period opens 10th June 2015

Clarification period closes 17th June 2015

Deadline for return the Tender Response to the Council

12 noon 1st July 2015

Evaluation of the Tender Responses commences 1st July 2015

Clarification meetings if required WC 6th July 2015

Award of Contract 16th July 2015

Website Go-Live date 16th November 2015¹

Note1. This is a fixed date and will not change due to its importance to the overall project.

25. Tender evaluation criteria25.1.The tender evaluation process will be conducted to ensure that Tenders are

evaluated fairly to ascertain the most economically advantageous tender.25.2.The Council shall evaluate tenders against the following:

(i) Eligibility criteria - pass/fail stage. (ii) Selection criteria - weighted out of 100%.(iii)Award criteria - weighted out of 100%.

25.3.Each tender will be evaluated against the Eligibility Criteria. This section stipulates the minimum probity requirements for a Potential Provider to be successful. Potential Providers must pass all required standards in order to be evaluated further. Failure to pass any of the Eligibility Criteria will result in the



submission being rejected and not progressing any further in the procurement process.

Question / Document

Guideline evaluation criteria for Eligibility

Weighting

All Tender documentation received by 12 noon 1st July 2015

Pass / Fail

All All relevant questions answered Pass / Fail

All All relevant information provided Pass / Fail

A.2.13 No Conflict of Interest Pass / Fail

A.4 Business Probity Pass / Fail

A.6 Increasing the level of insurance if successful (where appropriate)

Pass / Fail

A.8 Unlawful discrimination Pass / Fail

A.9.2 Environmental prosecutions Pass / Fail

B.1 Financial information Pass / Fail

C.4.1 Compliance with the required financial timescales

Pass / Fail

Document 1 Signed Form of Tender Pass / Fail

Document 2 Signed Anti-Collusion and Competition Code Certificate

Pass / Fail

Document 3 Signed Anti Canvassing certificate Pass / Fail

Document 4 Signed Freedom of Information Act 2000 / Environmental Information Regulations 1994

Pass / Fail

Document 5 Signed Statement relating to good standing Pass / Fail

Document 6 Signed Statement relating to good standing (part 2)

Pass / Fail



Question / Document

Guideline evaluation criteria for Eligibility

Weighting

Document 7 Signed Declaration Pass / Fail

25.4.All Tenders that have passed the Eligibility criteria above will then be evaluated against the selection criteria set out in the table below.

25.5.

Question / Document

Selection Criteria Weighting

Schedule 3 Part A – A.5 Organisation and Management Not Scored

Schedule 3 Part A – A.7 Health and Safety 10%

Schedule 3 Part A – A.8 Equality and Diversity 10%

Schedule 3 Part A – A.9 Environmental Sustainability 5%

Schedule 3 Part C – C.1 Technical capacity, expertise and experience

45%

Schedule 3 Part C – C.2 References 10%

Schedule 3 Part C – C.3

Compliance with required timescales Pass / Fail

Schedule 3 Part C – C.4

Disaster recovery / Business Continuity 20%

Total 100%

25.6.Tenders that have passed the Eligibility Criteria and have met a minimum threshold of 60% in the Selection Criteria will be evaluated against the Award criteria. Potential Providers scores against the Eligibility and Selection Criteria will not count towards the evaluation scores in the Award Criteria.

25.7.This section (Award Criteria) seeks to identify the ability of each Potential Providers to perform the requirements of the specification and at what price and will be evaluated in accordance with the following:

Question / Document

Award criteria Weighting



Schedule 3 Part D Technical Proposal 60%

Schedule 3 Part E Financial Proposal 40%

Total 100%

25.8.The main award criteria detailed above is further broken down into detailed evaluation criteria against which each Tender will be assessed as follows:

Question / Document

Technical Proposal Evaluation criteria

Weighting

Schedule 3 – Part D – D.1.1

Hosting and Back Ups 5%


Website Design 15%


Compliance and Accessibility 5%


Service Level Agreement and Support 7.5%


Project Planning 2.5%


Key Functionality 15%


Additional Functionality 10%

Total 60%

25.9.The different criteria and sub-criteria together with the detailed scoring mechanism detailed below will be used to score each Tender Submission. A weighting is attributed to each evaluation heading reflecting its relative priority. Scores will be aggregated under each heading to give an overall score for the Tender.

25.10.The Council reserves the right to reject any Tender that does not achieve a score of 2 (see clause 26.1) for any question regardless of whether, for example, it has achieved a good or the best or winning score overall.

25.11.The Council shall not be bound to award the Contract to the Potential Provider with the lowest price structure.



25.12.The Council reserves to itself the right in its absolute discretion:25.12.1. to award the Contract to the successful Potential Provider; and /

or25.12.2. to award a Potential Provider either the whole of the Contract or

part thereof; and / or25.12.3. not to award the Contract to any of the Potential Providers or at

all.25.13.The Council also reserves the right to hold clarification meetings with

Potential Providers concerning the Councils questions arising from the Tender documents after the submission of Tenders.

25.14.The Council also reserves the right to invite Potential Providers to submit second or subsequent round Tenders.

26. Scoring methodology26.1.Save for questions that are not scored or are assessed as pass/fail, a score will

be awarded for each response on a system of 0-5 points as detailed in the table below. The council reserves the right not to select a Potential Provider who has been assessed as having a score of 2 (two) for any one or more questions, notwithstanding acceptable or even strong responses in all other areas.

Score Participant response demonstrates0 responses so incomplete that it is not possible to form a judgment

1-2 responses raises major reservations about the potential providers proposals meeting a number of aspects of the requirement and its objectives and gives rise to considerable concerns about potential reliability of one or more aspects of the proposals

3-4 responses raises minor reservations about the potential providers proposals meeting some aspects of the requirement and its objectives and/or which gives rise to a number of concerns about the potential reliability of one or more aspects of the proposals

5-6 a satisfactory response considered adequate to meet the requirement and its objectives and gives Cotswold DC confidence that all key aspects of the proposals may be relied upon with limited reservations

7-8 a good response that easily meets the requirement and gives Cotswold DC a good level of confidence that all aspects of the proposals may be relied upon with little or no reservation;

9-10 an excellent response that meets and exceeds expectations of the requirement and its objectives in full and gives Cotswold DC a high level of confidence that all aspects of the proposal may be relied upon without reservation and provides added value



26.2.Potential Providers response to each question will be scored as above and the total pro-rated to give a percentage score out of the maximum percentage for that section.

27. Tender Clarification Interview (Not Scored)

The tender clarification interview may take place on the date as stated in the timetable, if required. Interviews will be at Cotswold District Council’s office. You will be notified of your appointment time after the tenders have been received.

27.1.Financial Criterion Scoring System27.1.1. Each Tender will be awarded a weighting based on its relationship with

the lowest priced Tender on the basis of the submitted lump sum fee. The Tender with the lowest lump sum fee will be awarded the full weighting available. Each of the remaining Tenders will be awarded a weighting on a pro-rata bases according to the following calculation:Lowest Tender Price

_______________ 40 %

Potential Providers Price

Worked Example:

Potential Provider Lump Sum Price (£) Pro rata weighting (based on 60% being allocated to the price criteria)

A £1,000,000 40%

B £1,250,000 32%

C £1,500,000 27%

27.2.The Potential Provider who achieves the highest overall score shall be held to have submitted the most economically advantageous Tender.

28. The Contract28.1.Included as part of the ITT (Schedule 4) is the form of Contract to be entered

into between the Council and the successful Provider.28.2.Every Tender received by the Council shall be deemed to have been made

subject to the conditions of Contract. Any alternative terms or conditions offered on behalf of a Potential provider shall be deemed to have been rejected by the Council.



28.3.The successful Provider will be required to execute a formal Contract which embodies the terms of all the Tender documents. The Contract will be executed as a deed.

28.4.The Successful Provider will be required to execute the Contract promptly and shall not commence the provision of the Services nor be entitled to any remuneration whatsoever until it has done so unless otherwise expressly agreed at its discretion by the Council.

29. Potential providers warranties29.1.In submitting a Tender the Potential Provider warrants, represents and

undertakes to the Council that:29.1.1. it has complied in all respects with this ITT; and29.1.2. all information, representations and other matters of fact

communicated (whether in writing or otherwise) to the Council by the Potential Provider or its staff in connection with or arising out of the Tender are true, complete and accurate in all respects; and

29.1.3. it has carried out its own investigations and research, has satisfied itself in respect of all matters relating to the Tender documents and that it has not submitted the Tender and has not entered into the Contract in reliance upon any information, representations or assumptions (whether made orally, in writing or otherwise) which may have been made by the Council; and

29.1.4. it has full power and authority to enter into the Contract and carry out the Services and will if requested produce evidence of such to the Council; and

29.1.5. it is of sound financial standing and the Potential Provider and its directors, officers and employees are not aware of any circumstances (other than such circumstances that may be disclosed in the audited accounts or other financial statement of the Potential Provider) submitted to the Council that may adversely affect such financial standing in the future; and

29.1.6. it has, and has made arrangement to ensure that it will continue to have, sufficient working capital, skilled staff, equipment, machinery and other resources available to carry out the Services in accordance with the Contract and for the duration of the Contract.

30. Announcements30.1.The Council reserves the right to publish the amounts of tenders and the name

of the successful Provider and to publish such other information regarding Tenders as it may be required to publish in accordance with the EU or other procurement rules with which the Council must comply.



31. Definitions

Term Meaning

“Appendix” Means an appendix to this ITT

“Authorised Officer” Means the principle contact of the Council or such representatives that may be notified by the Council.

“Conditions of “Tender”

Means the terms and conditions set out in this ITT relating to the submission of a tender.

“Contract” Means an agreement to be entered into on behalf of the Council and by one or more Potential Providers for the provision of all or part of the Services.

“Commencement Date”

Means the date when the contractor must begin the work on the site

“Council” Means Cotswold District Council

“Council premises” Means any premises owned, occupied or used by the Council.

“Due diligence information”

Means the background and supporting documents and information provided by the Council for the purpose of better informing the Potential Providers response to this Invitation to Tender.

“FOIA”/”EIR” Means the Freedom of Information Act 2000 and Environmental Information Regulations 2004 and any subordinate legislation made under such Act from time to time together with any guidance and / or codes of practice issued by the Information Commissioner or relevant Government department in relation to such legislation.

Works Means the whole or any part of the work to be executed under this Contract including any goods or materials to be supplied by the Provider in accordance with the Specification.

“Invitation to Tender” or “ITT”

Means this invitation to tender document and all related documents published by the Council and made available to Potential Providers and includes the due diligence information.

“Location” Means any location or site where work under the Contract is to be executed or where the Services are to be performed by the Provider.



Term Meaning

“Order” Means an order for Services served by the Council on the Provider.

“Provider” Means the organisation admitted to the Contract.

“Potential Provider” Means the organisations being invited to respond to this invitation to tender.

“Site” Means any location or site where work under this Agreement is to be executed or where the Services are to be performed by the Provider.

“Specification” Means the description of the Services, and any modification thereof or addition thereof as may from time to time be furnished or approved in writing by the Authorised Officer or otherwise duly made under the Contract.

“Sub-Contractor” Any contractor carrying out work on behalf of the Council which is being overseen by the Provider.

“Tender”, “Response”, “Tender Response”, Tendered Response” or “ITT Response”

Means the Potential Providers formal response to this invitation to tender.

“Tenderers” Means the organisation being invited to respond to this invitation to tender.

“Term” Means the period from the Commencement Date to Termination Date, subject to any extension pursuant to paragraph 15.

“Termination Date” Means the date the contract is no longer valid

“CDC” Means Cotswold District Council (the “Council”).

“Working Day” For the Council, when the offices are open to the public i.e. means between 09.00 and 17.00 Monday to Friday (excluding English Bank Holidays). Except where contract specification indicates Sunday or Bank Holiday working.



SCHEDULE 2 – SPECIFICATION2.1 OBJECTIVESThe current website does not inspire visitors to visit the Cotswolds, or to even use the website; with its dated design, heavy text content, weak navigation, poor imagery and minimal functionality, a new website is urgently required. www.cotswolds.com will be the key marketing tool for the new DMO to raise the profile of both domestic and international tourism in the Cotswolds. It needs to innovate and offer creative ways to meet the needs of an industry which has the potential for huge growth in the hands of the new Cotswolds Tourism Partnership. We need a cost effective technology solution with an innovative and entrepreneurial approach with in-built flexibility. The system must provide increased efficiency and operational effectiveness which has a significant impact on tourism growth and the visitor economy, creating sustainable revenue streams and providing increased availability and distribution of the area’s tourism product. The website needs to be redeveloped in order to improve its functionality, its design, its navigation, its Search Engine Optimisation, as well as providing additional features that will increase a visitor’s time spent on the website. We also want to increase the number of page views for Cotswolds Tourism member listings and website referrals, therefore strengthening the Cotswolds Tourism membership scheme.

The measurable outcomes from the redesign will include the following:o Increased number of visitso Increased number of overseas visitso Increased number of unique visitso Increased number of page viewso Increased time spent on the websiteo Reduced bounce rate (%)o Increased number of memberso Increased number of tourism business listing page viewso Increased number of tourism business web referralso Increased number of bookingso Improved search engine rankingso Good website quality score (aim for 3/4+)o Reduced time spent updating the website with business and event data

within the Cotswolds Tourism Teamo The number of different channels the website feeds intoo Integration with other Partnership operations i.e. social media channelso Income generation via affiliate schemes, sponsorship and banner advertiserso Increased number of quality external links




The website is not performing very well for such a strong destination brand, with statistics currently showing the following:

24 March’14 to 25 March’15

22 March’13 to 23 March’14

Visits 651,000 839,000

Pages per session 7 7

Average session duration (minutes) 3.11 3.54

Bounce rate 7% 20%

New visitors 78.50% 78%

Users by Origin

Top 10 Users by Country

Percentage of Total

UK 73%

US 8%

Australia 3

Netherlands 1.6%

Canada 1.5%

Germany 1.4%

Belgium 0.9%

France 0.83%

Ireland 0.83%

Italy 0.77%

Devices



Device Percentage

Desktop 56%

Tablet 23%

Mobile 21%

Popularity of Pages

PageUnique Page Views

Home 451,000

Attractions 96,000

Accommodation 66,000

Travel Guide 48,000

Travel Guide - Travel Maps 43,000

What's On 41,000

Towns & Village directory 39,000

Travel Guide - Towns & Villages 36,000

Download Brochures 27,000

Special Offers 27,000

Key Target Marketso Age 45 + but huge growth potential for younger visitorso Socio-Economic - ABC1s but potential for visitors on a lower budget



o Demographics - Empty Nesters and Families with huge potential for Young Couples and Stylish City Dwellers, as well as ‘Foodies’ and shoppers

o Location – UK (South-West and West Midlands with huge growth potential for London and the South-East), International (USA, Japan and Australia with huge growth potential for China, The Netherlands and Germany)

o Weddingso Eventso Groups

2.2 HOSTING AND SUPPORTIn order to provide our website visitors with the best possible user experience on www.cotswolds.com, it is crucial that we have a reliable hosting solution. Cotswolds Tourism envisages that this would include looking at the following elements:ReliabilityInfrastructure and technology that can sustain online presence with any maintenance work to be carried out overnight and not when surfing is high, with consistently fast webpage download time reflecting the fact that users generally expect meaningful content within 2 seconds.

CapacityWe need to ensure that we have enough future web space to allow for future expansion including new micro-sites and functionality etc. We also need to have the capacity to host a large number of 72dpi images within the system for CMS and dynamic driven pages, as we do not want a large number of images to affect the download speed for website users or the uploading speed for administratorsBandwidthThere needs to be sufficient bandwidth in order to accommodate current and future traffic. If there is not enough bandwidth then the website could be slow or appear not to work, especially during busy times.SecurityAdequate measures to ensure maximum protection of the website, including various firewalls to protect the site from hackers or service attacks, along with evidence that regular penetration testing of the hosting environment is carried out. Back up of data at regular intervals. A secure system is required for online payments.SupportAccess to a support engineer by phone at all times (i.e. not just email, as, for example, should the site go down, we need to be able to contact someone immediately by phone).TrainingCotswolds Tourism will require training of staff in order to operate the system on a day to day running as well as training on how to create ad hoc campaigns etc




CompatibilityThe website needs to be in a responsive template to ensure it is compatible with PC’s including Windows and Apple software, as well as smart devices including Android, Iphones and Blackberry’s phones and the vast array of tablets now on the market. The website and e-newsletter design needs to be visually and functionally compatible with various Internet browsers including Internet Explorer, Chrome, Firefox and Safari.Content MigrationThe successful applicant would need to have experience in content migration, particularly from an archaic bespoke database which is currently feeding the website.InteroperabilityWe require one system that will allow the Cotswolds Tourism team to effectively manage the website, the data, e-newsletters and online booking.

2.3 ACCESSIBILITYBoth the design and actual website must be fully accessible (Compliant to WCAG 2.0 Level A or above and the relevant HTML standard) which will be assessed by an external accreditor.We are aiming for Double-A standard as a minimum but would welcome the opportunity to discuss the benefits of achieving a higher level and the restrictions that may place on design and functionality. The Council is also reviewing British Standard 8878 for accessibility so the designer should be aware of the guidance contained within.In addition, working templates must have undergone rigorous testing for cross browser compatibility (compliant with WCAG 2.0 guidelines) and also from mobile devices.

2.4 SERVICE LEVEL AGREEMENTThe organisation who takes responsibility for providing the Content Management System and online booking will need to adhere to a Service Level Agreement where both parties are in an understanding of how problems will be categorised, prioritised and how long they will take to fix. The Service Level Agreement will also need to include the scope for future development work including an idea on the time delivery of projects and costs.The agreement with the online booking provider will also need to include terms and conditions detailing commission taken from bookings including the level of commission Cotswolds Tourism makes from a booking, the supplier as well as the bookings taken via multiple channels.

2.5 WEBSITE DESIGNThe website needs to be in a responsive design with a clean and simple design and be easy to use and navigate with a modern look and feel to it and not be too



cluttered. It should make good use of images and provide easy access to member business listings. The Councils recognises the growing trend towards customers accessing websites using devices such as smartphones and tablets as well as those using traditional browsers. While it is possible to display any website on a mobile device, the sites which work best have dedicated mobile site templates for use on such devices and it is therefore essential that this requirement is built into the new site.The design should easily allow alternative layouts for different pages and easily be able to amend the majority of the layout, as and when new pages or layouts are required.To ensure uniformity across the website, it is crucial that all static and dynamic areas of the website complement each other in design including the Visitor/Members/Media/Groups/Events/Weddings sections. The Visitors homepage needs to contain all the information within a roll over menu navigation maintaining where possible the “three-click rule” (i.e. users should always be able to find all information within three clicks of their mouse). However tourism business display results should be within one click sitting behind a quick search tool and browse tool. For those businesses wishing to have online booking availability, these options will need to be displayed. There needs to be the capacity to constantly update each web page to help improve SEO with the option for dynamic content to be fed through, information from a news feed, optional spotlights and banner adverts, images, text, as well as feeds from social networking sites.At the top of each text area breadcrumbs are required so visitors can easily navigate their way through the pages they have already visited i.e. Home > Competitions > Win a pair of ticketsAll links external to the website need to be opened in external windows so visitors to the site do not completely navigate away from the Cotswolds Tourism website.



2.3 PROPOSED NAVIGATION



NB. -Non italics are CMS landing pages, Italics are dynamic content pages

SCHEDULE 3 - PROVIDERS RESPONSEPlease return Schedule 3 sections A, B, C, D and E only along with signed documents by: 12 noon 1st July 2015.

PART A – Commercial InformationA.1 Company/organisation identity

Question

Information required Response Scoring

A.1.1 Company name of organisation submitting tender. Details of organisation either bidding or acting as lead contact where a consortium is being submitted.

Not scored

A.1.2 Contact name and position in organisation. Not scored

A.1.3 Company address. Not scored

A.1.4 Contact telephone number. Not scored

A.1.5 Contact e-mail address. Not scored

A.1.6 Company web site address. Not scored

A.1.7 Company registered address if different from above.

Not scored



Question


A.1.8 Is your company:a. bidding to provide the service itself;b. bidding in the role of prime contractor and

intends to use subcontractors to provide some services;

c. a consortium.

Indicate - “a” or “b” (providing details of the proposed supply chain, identifying the differing service/ product deliverables and which organisation, where known, will provide them) or “c” (providing details of the consortium structure, shareholding, proposed supply chain, identifying the differing service/ product deliverables and which organisation will provide them).

Not scored

A.2 Legal/organisational status

Question


A.2.1 Please confirm the form of the organisation/party submitting this ITT.

e.g. sole trader, limited liability partnership, private limited company, public limited company, local council, voluntary/ charitable/ not for profit organisation, other (please specify).

Not scored

A.2.2 Country and date of incorporation/registration if other than in the UK (if applicable).

Not scored

A.2.3 Company registration number and date of registration (if applicable).

Not scored

A.2.4 VAT registration number. Not scored



Question


A.2.5 Charity number (if applicable). Not scored

A.2.6 Is your organisation registered under the Data Protection Act 1998? If so, what is your DPA registration number?

Not scored

A.2.7 If your organisation is a subsidiary of another company as defined by section 1159 of the Companies Act 2006 please provide the name and registered office address of the holding or parent company and the ultimate parent (if applicable) and their registration number.

Not scored

Note: The Council may require the ultimate holding parent company to enter into a deed of guarantee, where a contract is proposed with a subsidiary, to indemnify the Council against all losses, damages or costs which may be incurred by the Council` by reason of any default on the part of the Potential Provider and to guarantee performance of contract.

A.2.8 Please confirm whether or not you have formed, or are forming a consortium for the purpose of tendering for this requirement. If you answer no to this question please go to question A.2.13 and proceed with the remainder of the questionnaire.

Not scored

A.2.9 If you have answered yes to question A.2.8 please list the names of your consortium members and their registration numbers (if applicable). Please note the Authority reserves the right to obtain additional information on the consortium members, including without limitation on any members who

Not scored



Question


exceed 25% of the value and/or the key design responsibility.

A.2.10 Please confirm the structure of the consortium (e.g. one legal entity, lead organisation on behalf of the consortium, external non-delivering organisation).

Not scored

A.2.11 Name of ultimate parent company (if this applies). Not scored

A.2.12 Companies house registration number of ultimate parent company (if this applies).

Not scored

Note – if a supply chain member (sub-contractor) is to be responsible for more than 25% of the delivery of the overall requirement then the sub-contractor should complete and submit as part of the overall ITT documentation, a questionnaire giving full details about their organisation.

A.2.13 Does your organisation and/or any of its named supply chain members (sub-contractors) have any potential conflicts of interest that may arise if selected to deliver this project.

Answer “yes” (detailing what the conflicts of interest may be and how you intend to manage them) or “no”.

Pass / fail

A.3 Area of business



Question


A.3.1 Please indicate the principle areas of business activity of your organisation.

Not scored

A.3.2 Please indicate which elements if any of the services your organisation anticipates may be sub-contracted.

Not scored

A.4 Business probity

Question

Information required Response Weighting

A.4.1 Please state how many times in the last three years your organisation has been required to pay compensation/damages as required by the courts/arbitration panels in relation to the services being tendered for.Further, or in the alternative, in the last three years, has your organisation had a claim made against it for liquidated damages for failure to perform to the terms of a contract, deductions for delayed damages and/or apportioned share of losses in respect of any contract? If YES, please provide details.

Answer “yes” (detailing the relevant incident and any remedial action taken subsequently) or “no”.

Pass / fail

A.4.2 If your organisation has had a contract terminated, in the last three years for failure to perform to the terms of the contract please provide details.Further, or in the alternative, if you organisation has


Pass / fail



Question


failed to have a contract renewed in the last three years due to non-performance under the terms of the contract, please provide details.

A.4.3 If your organisation within the last five years has been subject to any prosecutions, infringement notices or other actions by the Health and Safety Executive or Environment Agency in respect of any breach or suspected breach by your Organisation of health and safety or environmental or equivalent legislation, please enclose full details of the nature of the notice or action and of any remedial steps subsequently taken by your organisation.


Pass / fail

A.5 Organisation and management

Question


A.5.1 Please enclose details of your organisations structure, e.g. an organisation chart that is relevant to the services being tendered for.

Your response should describe/ demonstrate the corporate structure of the organisation (indicating the number of staff working in each function) and the management structure between the members of the team (including the Heads of Agreement between the parties and the number of staff working in each discipline).

Not Scored



A.6 Insurance

Question


Note - please provide a copy of your organisation’s insurance certificates and provide the required information regarding your company/organisation's insurance cover below.

A.6.1 Public Liability Insurance - £1 milliona. Insurerb. Policy numberc. Expiry dated. Limits of indemnity (per occurrence and

aggregate)e. Excess (if any)If you do not have the required insurance level please indicate whether you would be willing to increase the value of cover if your current level is considered to be insufficient for the Contract.

Pass / fail

A.6.2 Employers Liability Insurance - £1 milliona. Insurerb. Policy numberc. Expiry dated. Limits of indemnity (per occurrence and

aggregate)e. Excess (if any)

Pass / fail



Question


If you do not have the required insurance level please indicate whether you would be willing to increase the value of cover if your current level is considered to be insufficient for the Contract.

A.7 Health and safety

Question

Information required Response Scoring / weighting

A.7.1 Please supply the name and designation of the person responsible for the implementation of the organisations health and safety policy.

Not scored

A.7.2 If your organisation employs the services of a person qualified to advise and assist in carrying out the organisations health and safety responsibilities, please state their name, designation, experience and health and safety qualifications. Please state how they ensure their advice is put into practice.

Or

If your organisation does not employ the services of a person, please indicate how competent advice is

2.5%



Question


provided to your organisation and how that advice is put into practice.

A.7.3 If you employ 5 or more employees, please enclose a copy of your current health and safety policy.

Or

If you employ less than 5 employees, please tell us how you ensure that your health and safety measures are put into place and practiced within your organisation.

Your response should include a general statement of intent, organisation and arrangements of health and safety.

7.5%

A.8

Equality and diversity

Question


A.8.1 Please confirm that it is the policy of your organisation and your named supply chain members (sub-contractors) to comply with your

2.5%



statutory obligations under the following Acts:

a. Equality Act 2010; and

b. Human Rights Act 1998.

A.8.2 Please enclose a copy of your organisations equal opportunities policy relating to employment and services, or provide examples to demonstrate your commitment to equal opportunities if you do not have a policy.

7.5%

A.8.3 Please detail any information relating to any finding of unlawful discrimination against your organisation by any court or industrial or employment tribunal in the last three years.

If your organisation has been subject of a formal investigation on grounds of alleged unlawful discrimination by, for example the Commission for Racial Equality (CRE), Disibility Rights Commission (DRC), Equal Opportunities Commission (EOC) or Equality and Human Rights Commission (EHRC), please detail what actions you were required to take as a result of that finding or investigation along with the action that your organisation took.


Pass / fail

A.9 Environmental sustainability



Question


A.9.1 Please detail whether, and how, your organisation measures its energy use/fuel use/carbon dioxide emissions and detail any plans in place to reduce them. If you have an environmental management policy, please enclose a copy.

5%

A.9.2 If any prosecutions have been taken, cautions given, notices served or other action taken during the last three years against your organisation or against any of your directors / management for contraventions of environmental legislation (including town and county planning legislation) in relation to activities similar to those covered by this contract, please provide details of charges, dates, venues of hearings, verdicts of the courts and penalties if found guilty along with steps that you have taken as a result of this.


Pass / fail



PART B – Financial Information

B.1 Turnover

B.1.1 Please provide the following information:

a. a copy of your audited accounts for the three most recent years;

b. a statement detailing the turnover for each of the last three years; and

c. details of any material changes to your organisation or trading position since the balance sheet date.

The information provided will be reviewed by the Council and a Potential Provider may be excluded if any one or more of the following apply:

1. major risks have been identified by the Potential Provider’s auditors;

2. 90% or more of the Potential Provider’s assets are classified as “work in progress”; and/or

3. Current liabilities are greater than 2 times the current assets of the Potential Provider.

Pass / fail

B.1.2 Please confirm your commitment to obtaining either a performance bond or parent company guarantee prior to contract award, if the Council deems this necessary.

Not scored



The Council will undertake a credit check on your organisation



PART C – Technical Capability

C.1 Previous experience

Question


C.1.1 Please provide comprehensive information of your organisations technical capacity, expertise and experience over the past three years in carrying out similar services under a formal contract. You should identify a minimum of three Contracts of a similar size and nature completed in this period (approximately 1000 words).

Please identify where your consortium have successfully delivered projects together, either as a multi-disciplinary consortium or as separate direct appointments.

45%

C.2 References

Question Information required Scoring

C.2.1Please provide details for three companies for which you have delivered similar projects that will provide a reference. The Council will take up two of the references by email so please ensure that the contacts supplied will be happy to provide a reference for you.

10%Reference 1 Reference 2 Reference 3

Company name



Company address

Contact name

Contact phone number

Contact e-mail address

Website address

Contract start and end dates

Value of contract

Brief description of contract including use of sub-contractors if applicable

C.3 Compliance with required timescales



Question


C.3.1 That the website build will be completed and live by 16th November 2015

PASS / FAIL

C.4 Disaster recovery/ business continuity

Question


C.4.1 Please attach your business continuity plan or outline what disaster recovery or business continuity plans your organisation has established. Use this section to outline how you would keep the service in full operation in the event of a pandemic and/or major incident which may have an impact on our business and/or service you provide (400 words max.).

Aspect that you may wish to consider are:

plans in place in the event of fire, flooding, electrical fault

Plans in place in the event of a major health epidemic

Loss of suppliers, staffing, vehicles, plant

Loss of IT systems

Shortage of raw materials.

20%



PART D – Technical Proposal

D.1 Quality Evaluation

Responses to the questions below will enable the Council to assess the Potential Provider in respect of the quality element of the evaluation. Responses shall be specific to the project and shall not simply contain generic statements on the Potential Provider’s operating policies. The Council shall evaluate Potential Providers responses against the criteria specified in each question and as scored in accordance with Schedule 1 Clause 23 of this ITT; a maximum weighting of 60% is available for this section broken down into the detailed evaluation criteria as set out below:

Question


D.1.1 Hosting and Back UpsWhere will the site be hosted (both hosting company and country)? Please provide full details including information on disaster recovery, business continuity and backups

5%

D.1.2 The website needs to be in a responsive design with a clean and simple design and be easy to use and navigate with a modern look and feel to it and not be too cluttered. It should make good use of images and provide easy access to member business listings.The Partnership recognises the growing trend towards customers accessing websites using devices such as smartphones and tablets as well as those using traditional browsers. While it is possible to display any website on a mobile device, the sites which work best have dedicated mobile site templates for use on such devices and it is

15%



Question


therefore essential that this requirement is built into the new site.You’re required to present an initial design visual based on the homepage and mood board(s) showing initial ideas / concepts for a new website, with an explanation of your thought process.

D.1.3 Compliance and AccessibilityCompliance with the current EU cookie directive. Please provide details of your cookie management solutionBoth the design and actual website must be fully accessible (Compliant to WCAG 2.0 Level A or above and the relevant HTML standard) which will be assessed by an external accreditor.In addition, working templates must have undergone rigorous testing for cross browser compatibility (compliant with WCAG 2.0 guidelines) and also from mobile devices.

5%

D.1.4 Service Level Agreements / SupportPlease detail your SLA regarding support issues and your target uptime? Please detail any service credits for failure to meet the above

7.5%

D.1.5 Please provide an outline project plan showing key milestones, deliverables and dependencies. This will need to include testing as well as content migration as key stages as well as the actual resources

2.5%



Question


required.

D.1.6 Key FunctionalityContent Management System (CMS)Please detail which Content Management System you are proposing and the development languages the site is written in e.g. Javascript, PHP, ASP etcPlease state what version of HTML and CSS you are proposingAbility to add metatags and page descriptions for use by search engines. Please explain how this works within your CMSHow will emails be generated (for mailshots) – please explain your proposed solution to reassure us that such emails will not be picked up as SPAM as they will be coming from a hosted site outside our domains.To allow for maximum flexibility, it is imperative that we have a CMS that allows us 100% control of the entire website. The navigation also needs to be fully customisable to ensure changes are made instantly, as well as being able to add and remove pages from the navigation. We would also like to be able to add landing pages that are not set within the navigation for marketing and e-newsletter campaigns as well as the ability to set up virtual URLs/shortcuts via the CMS.Customer Relationship Management System (CRM)

15%



Question


The CRM needs to store current data on visitors, the media, group travel organisers and event organisers with the capacity to import from Excel as well as to manually add. We would also like to have data capture mechanisms across the site including sign up to an e-newsletter, competition forms, request a journalist visit form, brochure request etc.The CRM will also record all of the enquiries and bookings from the website with a search facility particularly by date and type of enquiry (e-newsletter, competition form etc). We also need the ability to Export the data into Excel.Business Relationship Management System (BRM)We need to store the business and event data which can be updated internally but also externally via the (PMS).

The tourism business database will hold data on a variety of different product categories with various data fields including the following:• Name of Product/Establishment• Type of Establishment (Attraction, Accommodation, Restaurant, Shop etc)• Type of Product (for example Attraction – Farm Park, Country Park, Museum, Historic House. Accommodation - Hotels, B&B's, Guest Houses, Farms, Inns etc etc)



Question


• Multiple Images (system to preferably resize rather than being too rigid on pixels)• Potential movie capacity• Contact details• Address• Phone / Fax Numbers• Website and Email Addresses• Short Description /Long Description (500 words)• Prices• Opening Dates/Times• Quality Assurance Logos for Quality Assessment Schemes and Awards• Other Accreditation or Scheme Logos i.e. Farmstay, GTBS etc• Access Information and Logos for National Accessibility Scheme• Map preferably using Google• Directions• Facilities• Parking and Transport• Booking and Payment Details• Link to event on online events database if



Question


establishment has events• Ability to store different membership categories and have the ability to have different listings dependent on the membership category.There needs to be a detailed search mechanism in place for visitors to search by product type (accommodation, attractions, events, retail, food and drink etc) as well as being able to search within each category. Each category will require a different search function and could also be split into quick search and advanced search. The date search facility for accommodation should be in the Advanced Search rather than the Basic Search to encourage more people to search through the accommodation listings.The results will first be displayed as a list of basic listings (number per page to be discussed) with the option to click through to the full business/event listing.We would like full control of what is displayed in both the basic and full listings as it maybe predetermined by the membership category.The basic listings would include; Name of Business/Event, Quality Assurance logos, Short Description, Price, Image and a click through to the full listing. Email, Website and Phone Number will only be available once the user has clicked through to the full listing to encourage more page views to



Question


The visitor should also have the ability to choose results on a map or by order e.g. a-z, most recently updated, cheapest first, etc.There should also be a browse product category available where visitors to the website do not need to search on any set criteria within a product category. Results from both search/browse function should have the capacity to display the results randomly (which changes daily), A-Z or in a pre-determined order by membership category.We would also like to consider having the data appearing on partner websites, such as feeding the data on District Council tourism websites, local attractions, local events, and also local businesses that have a large volume of overnight business visitors.We also need the ability to Export the data into Excel.Business listings need to have a fully printable facility.Property Management System (PMS)Tourism businesses need to be able to update their own venue details into a PMS with the option to add events and amend availability if required. This will help to reduce the amount of work within the Cotswolds Tourism team, as well as giving business better control of their business listings. The amendments will then need to be approved by a



Question


Cotswolds Tourism team member. This function should also allow businesses to upload their own images, preferably resizing the images to the correct standardised size.We would also like the facility for non-members to be able to add events to the website.The website provider would need to be able to offer telephone support to tourism businesses.We would like to offer businesses the opportunity to sell their accommodation on the website, whereby availability can either be fed via the PMS or pulled from an Online Travel Agent. We do not want the businesses to have to update their availability on our website as well as with other booking agents. The availability ideally needs to feed or pull down from a system that feeds Bookings.com, Late Rooms.com, Trip Advisor, VisitEngland and potentially Fairbookings.com, as these are the major online booking agents which the industry uses.We would potentially like to have an events feed which will enable events on our website to be fed directly through to another websites like where2go and whatson4me.The PMS could provide both real-time and/or indicative pricing for online booking on our website, so accommodation providers new to online booking can choose how wish to operate. The website provider would need to be able to offer telephone



Question


support to tourism businesses. We would consider various options regarding the commission structure

D.1.7 Additional FunctionalitySocial MediaWe would like the option of adding Facebook, Twitter and YouTube feeds into the website. This will help to make the website more interactive, as well as encouraging users to sign up to our online communities.

There should be an option to opt for which channel, for example we have both Consumer and Trade Twitter accounts. We would also like the news feed to automatically feed TwitterGoogle Mapping ToolWe would like to have an interactive mapping tool to enable properties/venues/events to be displayed on a map. The Cotswolds is a huge area with many towns and villages, so it is very important for the visitor to have the option to see the database results on a map. Additionally mapping functionality would be considered i.e. interactive maps for self-guided cycling tours.Travel Planner/Itinerary BuilderWe understand that we are unable to create packages due to ‘The Package Travel, Package

10%



Question


Holidays and Package Tours Regulations 1992’.However we want users to have the ability to create their own itineraries with the ability to print / save.E-newsletter ToolWe need to be able to send e-newsletters to the different contact databases including Members, Non-Members, Visitors, Groups etc. This would include the functionality to add images, different templates, links, banner adverts etc.Member’s LoginOne of the Cotswolds Tourism membership benefits will be to have a Members log in area for the Partnership to display member opportunities, member discounts, news and to share best practice with the industry.We would also like a forum area for members to talk to each other, however dependent on cost, LinkedIn could be a cheaper option. The member’s area would be built in the CMS with a similar design to the other sections on the website with the log in username and password being the same as the PMS.Banner AdvertisingIn order for the Partnership to be financially sustainable we need to be able to generate income through banner advertising and webpage sponsorship. This would mean having banner advertising positions built into the website, as well



Question


as pages to insert logos as and when required. If there are not any banner advertisers or sponsors then we do not the position to look empty but be able to insert a different block into the space.Cotswolds Tourism AppCotswolds Tourism has recently launched an App, however we would like to ensure that the Cotswolds Tourism team only needs to update the data in one place to feed a number of channels. Due to the recent investment in this App, we would be looking for a cost effective solution to either feed the data through to the current App, or a suggested alternative either included in the overall contract cost. The App would need to be database driven and would be a membership option.Website StatisticsWe require comprehensive website analytics package, ensure we can utilise previous statistics as a benchmark to how the new website is performing. Website statistics would include some of the following examples:o Number of visitso Number of overseas visitso Number of unique visitso Number of page viewso Number of page views per visitor



Question


o Time spent on the websiteo Bounce rate (%)o Page Trackingo by Device / BrowserWe also require a reporting system whereby we can view statistics on the Member’s details. The Member’s will also have access to these statistics via the PMS. These reports would include the following:o Number of tourism business listing page viewso Number of tourism business web referralso Number of bookingsWe also require the capability to monitor campaign statistics as well as banner advert page views and banner advert referrals (CPM).Search Engine OptimisationThe design and development work should ensure that the website is search engine compliant including good site structure, meta-tags (unique page titles and keywords for each page), site map including database driven pages (to be submitted to Google) and up to date website coding. The URLs need to be SEO friendly.The Partnership requires a high performing website as this can effect Search Engine Optimisation as



Question


All pages need to upload quickly in order to be competitive in SEO. Cotswolds Tourism would like to ultimately appear at the top of search engines for the main keywords including accommodation, attractions, food and drink, weddings and events location specific. Cotswolds Tourism does understand that accommodation is a particularly competitive area in SEO however would like to achieve the best possible results.Cotswolds Tourism requires the current Google Analytics code on every web page to monitor web traffic in order to compare all analytical data with previous years.We would also like to consider the option of Search Engine Optimisation reports on a regular basis in order to ensure we are maximising the benefits of user relevant keyword rich content, meta-tags, H1 tags, as well as providing details of 404 errors and broken links.News FeedWe would like a news feed for press releases in the media section, latest news and offers for the members section, as well as for the visitor section.Translation ToolThe Cotswolds is an international tourism destination, and is particularly popular with Japanese tourists. There is also the emerging Chinese visitor market which would be essential to



Question


capitalise on therefore a translation tool is required as the Cotswolds does already have standalone websites in Mandarin and Japanese.RecommendationsWe would potentially like to have a recommendations feature, whereby when a user is viewing a business/event listing it will also recommend similar properties/venues/event pre-determined by the location, type of business/event. A comparable feature to this would be on Amazon where they feature “Customers Who Bought This Item Also Bought”. This would in include the name of the business and an image.Special OffersWe would like to offer visitors to the website a special offers section, preferably database fed in order to ensure that the section is kept up-to-date.Affiliate ProgrammesCotswolds Tourism would like to work with Affiliate schemes including for online shopping, online ticketing and also for public transport, however this can be achieved by inserting product images and external links into a web page although the other option would be to add



Question


the html product code.

Note - Upon appointment the chosen supplier will be expected to produce at least two options in the form of flat visuals designs. The project group will provide feedback on the preferred option and put forward any amendments before sign off on the agreed new design. The developer must check draft designs can be converted to html code, before we sign off on the designs. If there are any issues, we will expect you to work closely with the developer to resolve them

PART E – Financial Proposal

Please provide a fixed price for the Design, Build, Implementation & Hosting of a new website for the Cotswold Tourism Partnership. You are required to provide a detailed breakdown of the cost associated to each component as outlined in the table above covering D.1.1 to D.1.7



DOCUMENTSDocuments 1 – 7 must be signed and returned as part of the Tender Response.

Doc 1 - Form of Tender

TO BE COMPLETED BY THE POTENTIAL PROVIDER

To: Cotswold District Council

PROVISION OF

From: [Potential Provider – please insert your organisations name]

Having examined the Invitation to Tender and all other Schedules, and being fully satisfied in all respects with the requirements of the ITT (including the Conditions of Tender) for the above mentioned Services, I/We hereby offer to provide the whole of the Services for the term of three years from Date of Commencement with conformity with the Conditions of Contract, the Specifications and the Pricing Documents for the prices in the Pricing Documents. If this offer is accepted I / we will execute documents in the form of the Contract within 30 days of being called upon to do so.

Unless and until a formal contract is prepared and executed this tender, together with your written acceptance thereof, shall constitute a binding contract between us.

I / We understand that you are not bound to accept the lowest or any tender you receive.

I / We understand that no payment will be made for any expenses or losses incurred in the preparation of my / our tender.

I/we agree that this tender remain open for acceptance for 90 days after the closing date for submission.

I/we warrant that I/we have all the requisite corporate authority to sign this Tender.

Dated

Signature

Printed Name

In capacity of (position)



Duly authorised to sign for and on behalf of (Organisation Name)

Postal address of Organisation and Telephone Number



Doc 2 - Anti-Collusion and Competition Code Certificate

Tender for the provision of

In recognition of the principle that the essence of selective tendering is that the Client shall receive bona fide competitive tenders from all those tendering I / WE CERTIFY THAT:-

1. This Tender is made in good faith, and that we have not fixed or adjusted the amount of the Tender by or under in accordance with any agreement or arrangement with any other person. I / we also certify that I / we have not and I / we undertake that I / we will not before the award of any contract for the work:

2.1 Communicate to any person other than the Council as recipient of this Tender the amount or approximate amount of the Tender or proposed Tender, in accordance with any agreement so to communicate except where the disclosure, in confidence, or the approximate amount of the Tender was necessary to obtain insurance premium quotations required for the preparation of the Tender.

2.2 Enter into any agreement or arrangement with any other person other than the Council as recipient of this Tender that they shall refrain from tendering, that they shall withdraw any Tender once offered or vary the amount of any Tender to be submitted.

2.3 Pay, give or offer to pay or give any sum of money or other valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender for the work, any act or thing of the sort described at (i) (a) or (b) above.

3. I / we further certify that the principles described above have been, or will be, brought to the attention of all sub-contractors, suppliers and associated companies providing services or materials connected with the Tender and any contract entered into with such sub-contractors, suppliers or associated companies will be made on the basis of compliance with the above principles by all parties.

4. In this certificate, the word “person” includes any persons and any body or association, corporate or unincorporated; “any agreement or arrangement” includes any transaction, formal or informal and whether legally binding or not; and “the work” means the work in relation to which this Tender is made.

5. I/ We confirm that we fully comply with the Office of Fair Trading’s Competition Code of Conduct (“the Code”). I/we acknowledge and agree that if at any time we either fail to comply with the Code or if we are in breach of any representation made by us in this Certificate, the Council may immediately reject any tender submission made by us, and disqualify us from consideration for appointment under this tender without compensation.



Dated

Signature

Printed Name



Postal address of Organisation

Fax Number

Telephone Number

In the presence of:

Signature

Name

Address



Doc 3 - Anti-Canvassing Certificate

Tender for provision of

I/We hereby certify that I/We have not canvassed or solicited any Member, Officer employee, or agent of the Council in connection with the award of this tender or any other tender or proposed tender for the Contract, and that no person employed by me/us or acting on your behalf has done any such act.

I/We further hereby undertake that I/We will not in the future canvass or solicit any Member, Officer or employee of the Council in connection with the award of this Tender or any other Tender or proposed Tender for the Contract, and that no person employed by me/us or acting on my/our behalf will do any such act.

Dated

Signature

Printed Name



Postal address of Organisation

Fax Number

Telephone Number

In the presence of:

Signature

Name

Address



Doc 4 - Freedom of Information Act 2000 / Environmental Information Regulations 1994

Tender Submission Statement for

The Council is required to comply with the provisions of the Freedom of Information Act 2000 (“FOIA”). The Council also must comply with the Environmental Information Regulations 1994 (“EIR”). This means that all information held by the Council has the potential to be disclosed to a member of the public requesting it. Disclosure may be limited if an exemption may apply.

Typical exemptions which might apply are as follows:-

1. Information that constitutes a trade secret.

2. Information the disclosure of which would, or would be likely to prejudice the commercial interests of any person, including the Council.

3. Commercial information, which can be kept confidential for an agreed period following which, you acknowledge it will be released if a request for it is received. FOIA defines commercial information as a trade secret, or information, the disclosure of which would prejudice the commercial interests of either party.

Therefore in submitting your tender, quote or proposal to the Council, you are asked to clearly identify which of the information you have provided you desire to be kept confidential as exempt information. Please also specify the period of confidentiality, which you reasonably consider should be applicable to that information. The Council may or may not be able to comply with this request.

You should also be aware, that any information you consider to be commercially confidential, may at a later date cease to constitute exempt information, or it may subsequently prove to be in the public interest to disclose such information. Also, please note that any decision on non-disclosure of information could later be overridden by the Council’s obligations to disclose under the FOIA / EIR

Please list any information you wish to be kept as confidential.



Signed:

Printed Name:

Date:

Organisation Name:



Doc 5 - 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

Tender Submission Statement for We confirm that, to the best of our knowledge [Potential Provider’ name] is not in breach of the provisions of reg 23 of the Public Contracts Regulations 2006 (as amended) and in particular that:Grounds for mandatory rejection (ineligibility)[Potential Providers name] (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 Authority 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) or Bribery Act 2010;

c) 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:

a. The offence of cheating the Revenue;b. The offence of conspiracy to defraudc. Fraud or theft within the meaning of the Theft Act 1968 and the Theft

Act 1978;d. Fraudulent trading within the meaning of section 458 of the Companies

Act 1985;e. Defrauding the Customs within the meaning of the Customs and Excise

Management Act 1979 and the Value Added Tax Act 1994;f. An offence in connection with taxation in the European Community

within the meaning of section 71 of the Criminal Justice Act 1993; org. 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;

d) Money laundering within the meaning of the Money Laundering Regulations 2003; or

e) Any other offence within the meaning of Article 45(1) of the Public Sector Directive.;

Organisation



Name of person signing

Position

Signature

Date



Doc 6 - Discretionary grounds for rejection

Tender Submission Statement for [Potential Providers Name] (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 I which the economic operator is established;

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 now 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



Name of person signing

Position

Signed

Date



Doc 7 - Declaration

Tender Submission Statement for I certify that the information supplied is accurate to the best of my knowledge and belief.

I understand that Cotswold District Council may contact anyone to verify this information, and that false or misleading information could result in my/our exclusion from the select tender list.

I also understand that it is a criminal offence, punishable by imprisonment to give or offer to give any gift or consideration whatsoever as an inducement or reward to any servant or member of a public body. In addition your specific attention will be drawn to the clause in the proposed contract empowering the Council to cancel the contract and to recover any loss from the Provider if the Provider has offered any gift or inducement of any kind in relation to obtaining the contract.

Signed _____________________________________

Position held_____________________________________

For and on behalf of _____________________________________

Date _____________________________________

Before returning this application form, please ensure that you have: -

Answered all questions.

Enclosed all relevant documents.

Completed the above declaration.



APPENDIX A - Checklist of Attachments

Please ensure that the following key attachments are included with your response

Question/Document

Applicable Question Included

A.6 Insurance Certificates YES / NO

A.7 Health and Safety Policy YES / NO

Example Risk assessment/Method Statement YES / NO

A.8 Equal Opportunity Policy YES / NO

A.9 Environmental Management Certification YES / NO

B.1 Financial Information YES / NO

C.2 Quality Assurance Certification YES / NO

C.6 Business Continuity Plan YES / NO

Document 1 Form of Tender YES / NO

Document 2 Anti Collusion and Competition Code Certificate

YES / NO

Document 3 Anti Canvassing Certificate YES / NO

Document 4 Freedom of Information/ Environmental Infromation Regulations

YES / NO

Document 5 Statement relating to good standing YES / NO

Document 6 Statement relating to good standing part 2 YES / NO

Document 7 Declaration YES / NO

