UNIVERSITY COLLEGE LONDON. Questionnaire and Application UCL-PS-0284

Transcription

1 UCL PROCUREMENT SERVICES FINANCE DIVISION UNIVERSITY COLLEGE LONDON Questionnaire and Application UCL-PS-0284 Contract For: Rockefeller Plant Replacement and Modernisation Project - Engineering Services Name of Firm:

2 INDEX Contents Page : Executive Summary 2 tices and Instructions 4 Declaration 6 Section A - Administrative Information 7 Section B - Business Probity 9 Section C - Economic and Financial Standing 11 Section D - Health & Safety 13 Section E - Quality Assurance 14 Section F - Technical Capability 16 Section G - Equal Opportunities 18 Section H - Environmental Impact 20 1

3 SECTION ONE EXECUTIVE SUMMARY Introduction University College London (UCL) is London s leading multidisciplinary university, with 8,000 staff and 22,000 students. Over 140 nationalities are represented among UCL students with overseas students making up nearly a third of the student body. Based in the heart of Bloomsbury, UCL was the first university in England to welcome students of any class, race or religion, and the first to welcome women on equal terms with men. UCL s main campus is provided with energy from a combination of combined heat and power (CHP) and conventional boiler plant via an extensive district energy network. The opportunity to install additional CHP capacity has been identified and additional heat connections to third parties are under consideration. The Rockefeller plant room requires replanting and the opportunity will be taken to incorporate CHP into the new plant arrangements. Background The Rockefeller plant room contains four steam boilers dating from the 1960 s with a total combined output of 14,119kW th along with a Cochran hot water boiler rated at 2,960kW th that was installed in This plant supplies heat to the Gower Street Heat & Power district energy network that serves the UCL Campus and a number of University College London Hospital (UCLH) buildings. A feasibility study was undertaken in 2010 to establish the viability of a combined cooling, heating and power (CCHP) scheme. A number of recommendations were made that will form part of the ongoing brief for this project. The Brief UCL is seeking to appoint a consultancy to undertake Engineering Services to design, specify, support procurement of and provide Owners Engineer services for the Rockefeller plant replacement and modernisation project. UCL will seek to appoint ONE service provider. Programme The contract is expected to commence on or around 15 March 2011 and will run until satisfactory commissioning and testing of the Rockefeller plant room is complete. Selection & Award Criteria For your information and guidance, the selection and award criteria for this Supplier Questionnaire and Application submission will be as follows: Section A - Administrative Information Pass/Fail Section B - Business Probity Pass/Fail Section C - Economic and Financial Standing Pass/Fail Section D - Health & Safety 15% Section E - Quality Assurance 10% Section F - Technical Capability 65% Section G - Equal Opportunities 5% Section H - Environmental Impact 5% 2

4 For your information and guidance, the selection and award criteria for the Invitation to Tender submission, should suppliers be successful in this submission, will be as follows: Quality & Technical Capability 60% Price 40% END OF SECTION ONE 3

5 SECTION TWO - NOTICES & INSTRUCTIONS Responses must be submitted in the format and style set out in clauses 1 and 2 below. Responses received at variance with this may be disqualified. 2.1 Required Format of Response Questionnaire responses must be submitted in the format described in this section. 2.2 Completion of Questionnaire Please answer all questions by ticking the appropriate box and/or supplying the information requested. If there is insufficient space for your response, please continue on a separate piece of paper, which should be clearly marked with the name of your firm and the number of the question to which it relates. Either tick the box or write not applicable against a question or request for information that does not apply to your firm Please answer the questions specifically for your company, NOT for the group if you are part of a group of companies If your company provides goods or services other than those which are the subject of this tender please only supply answers for those divisions or parts of your company which supply the requested goods or services All firm documentation including accounts must refer only to the part of your firm which will provide the required goods or services. If this is a separate division or part of a division information must be provided only for the relevant part. Third party documentation will of course refer to the firm as a whole. Failure to provide the requested documentation may result in your bid being rejected. te: Inclusion of documents which have not been requested such as brochures or promotional material may result in marks being deducted Responses should be collated and presented in a binder indicating the name of the firm on the front. The documents supplied in response to the various sections should be separated and identified by a tab. All documents should indicate which question they are supplied in response to. An index should be provided for all documents. Preference will be given to those who paginate the entire set of documents Please note the term firm refers to: sole proprietor, partnership, incorporated company, co-operative, or voluntary organisation as appropriate Please complete the declaration on page 5 after completing the questionnaire. 2.3 Supplementary Information / Clarification UCL may require supplementary information or clarification or further evidence of the information given UCL may request interviews with all or a selection of applicants. Applicants will be notified in due course UCL may wish to visit reference sites given as evidence of relevant experience. 4

6 2.4 Response Submission and Deadline for Receipt Responses posted shall be sent to the following address: Mr. J H Feraday University College London Procurement Services Gower Street London WC1E 6BT Responses submitted in person or via courier must be sent to: Mr. J H Feraday UCL Procurement Services Room 109, Brook House 2-16 Torrington Place London, WC1E 7HN Response shall arrive at the address in Section 4.1 no later than hours, on 17 th January It is the sole responsibility of the responder to ensure that responses arrive by this date and time. 2.5 Clarification of Requirements Clarification of requirements expressed in this Questionnaire may be obtained from: - Mr. J H Feraday Tel: Procurement Services j.feraday@ucl.ac.uk Room 109, Brook House 2-16 Torrington Place London, WC1E 7HN END OF SECTION TWO 5

7 SECTION THREE - DECLARATION WHEN YOU HAVE COMPLETED THE QUESTIONNAIRE, PLEASE READ AND SIGN THE SECTION BELOW I/We certify that the information supplied is accurate to the best of my/our knowledge and understanding. I/We understand and accept that false information could result in exclusion from the select list of tenderers. I/We certify that the information provided by the firm relates only to that part of our operation which supplies the goods or services which are the subject of this tender. I/We understand and accept that any information relating to other parts of our operation may result in our exclusion from the select list of tenderers. Signed: Full name(s) For and on behalf of: Date: This undertaking is to be signed by the Applicant, a Partner or authorised representative in her/his own name and on behalf of the firm. BEFORE RETURNING THIS APPLICATION PLEASE ENSURE THAT YOU HAVE: Answered all questions appropriate to your application Enclosed all relevant documentation Signed the above undertaking Prepared the questionnaire and documentation in the required format END OF DECLARATION 6

8 SECTION A ADMINISTRATIVE INFORMATION Firm Responding to the Questionnaire A1 A2 Trading Name: Registered Name; te: Tenders will only be accepted in the name given in either A1or A2 A3 A4 A5 A6 A7 Main address for correspondence Telephone number: Web Address: Registered Office address (if different from A3): Is the firm a sole trader, partnership, private limited company, public limited company, co-operative, voluntary organisation or other (please specify)? A8 Please provide the firm s VAT Registration number VAT Reg.. A9 Date of foundation of firm Date: A10 If applicable, please state the number and date, and provide a copy of the Certificate of Incorporation or Registration (and Change of Name) under the Companies Acts and/or Industrial and Provident Societies Acts in the UK and/or Charities Act 1993 (or Scotland 1990) and /or the professional trade register of the EC member state in which the firm is established. t applicable Certificate Number: Date: A11 Please state the total number of employees.. of Employees: A12 Please provide an organisation chart for the firm. 7

9 Trading Activities A13 A14 List all your trading activities showing if they are carried out by separate divisions or departments. Please state the location of each activity. Will the goods or service that you propose to bid for in fulfilment of this tender be supplied by a separate division within your firm or by the whole firm. Please state the location of the bidding entity Group Information A15 If the firm is a member of a group of companies, please give the names and addresses of the ultimate holding company and all other subsidiaries. A16 Would the group or ultimate holding company be prepared to guarantee your contact performance as its subsidiary? If no, please explain. Yes, details attached Person applying on behalf of the Firm A17 Name: A18 Position or title A19 Telephone numbers A20 address END OF SECTION A 8

10 SECTION B BUSINESS PROBITY B1 Please answer all of the following questions as they apply to your firm s circumstances. As evidence please provide an extract from the judicial record or a document issued by the relevant judicial or administrative authority of the EC member state or a statutory declaration made before a commissioner for oaths or equivalent in the EC member state in which your firm is established. Please confirm that: a) being a company, no resolution has been passed or Order of the Court made for the company s winding up other wise than for the purposes of bona fide reconstruction or amalgamation, nor has a receiver, manager or administrator on behalf of a creditor been appointed in respect of the company s business or any part thereof, nor is it the subject of any proceedings for any of the above procedures, nor is it the subject of similar procedures under the law of any other state. Please tick the appropriate box. t applicable Confirmed t confirmed, details attached b) being a partnership, it has not granted a trust deed or become otherwise apparently insolvent, or it is not the subject of a petition presented for sequestration of its estate. Please tick the appropriate box. t applicable Confirmed t confirmed, details attached c) being an individual, you are not bankrupt, or have not had a receiving order or administration order made against you, or have not made a composition or arrangement or trust deed with or for the benefit of your creditors, or have not made any conveyance or assignment for the benefit of your creditors, or have not had a petition presented for sequestration of your estate or do not appear to be able to pay or to have no reasonable prospect of being able to pay a debt within the meaning of the Insolvency Act or any similar procedure under the law of any EC member state. Please tick the appropriate box. t applicable Confirmed t confirmed, details attached B2 Please confirm that no Directors, Partners, Associates or the Company Secretary have been involved in any firm which has been liquidated or gone into receivership. Please tick the appropriate box. t applicable Confirmed t confirmed, details attached B3 Please confirm that none of the Directors, Partners, Associates or the Company Secretary have been convicted of a criminal offence relating to the conduct of their business or profession. Please tick the appropriate box. t applicable Confirmed t confirmed, details attached B4 Please confirm that neither the firm nor any of the Directors, Partners, Associates or Company Secretary has committed an act of grave misconduct in the course of their business or profession. Please tick the appropriate box. t applicable Confirmed t confirmed, details attached 9

11 B5 Please list the full names and job titles for every Director, Partner, Associate and the Company Secretary. B6 Please list the names of any of the above who have been employed by UCL, giving department and dates. B7 Please give details of any of the above listed in B5 who have a relative who is employed UCL at a senior level. B8 Please list the names of any of the above listed in B5 who have any involvement in other firms who provide services to UCL. B9 Please confirm that all obligations elating to the payment of taxes under the law of any part of the United Kingdom or the EC member state in which the firm is established has been fulfilled. Please tick the appropriate box. t applicable Confirmed t confirmed, details attached B10 Please confirm that all obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or the EC member state in which the firm is established have been fulfilled. t applicable Confirmed t confirmed, details attached B11 Is the firm a member of a group of organisations such as trade bodies or consortium? If so please give full details of the group and the organisations within it. Yes, details attached B12 Is any work being undertaken or likely to be undertaken during the next three years by the firm or staff within it which could give rise to a conflict of interest through acting for third parties or other wise? If yes, please explain the actual or likely circumstances and how such potential conflicts of interest would be handled. Yes, details attached END OF SECTION B 10

12 SECTION C - ECONOMIC AND FINANCIAL STANDING Responsible Person and References C1 Please state the name and title of the person responsible for financial matters. Name: Title: C2a Please confirm that we may obtain references from your bankers and confirm their name and address t confirmed Confirmed, details attached C2b Please enclose a signed letter on the organisation s headed paper authorising UCL to seek references about the organisation s financial status. Enclosed t enclosed C3 Please provide a current Dun and Bradstreet Compact Report or similar credit report for the firm. Enclosed t enclosed Contractual Issues C4 Has your firm suffered deductions for liquidated and ascertained damages for any contract within the last three years? If yes, please provide details. t applicable Yes, details attached C5 Please give any details about any outstanding claims of litigation against the firm. t Applicable Details enclosed C6 Has your firm ever had a contract terminated or your employment determined under the terms of a contract? If yes, please provide details. t Applicable Yes, details enclosed C7 Has your firm ever not had a contract renewed for failure to perform to the terms of the contract? If yes, please provide details. t Applicable Yes, details enclosed Accounts C8 Please enclose copies of audited accounts for the past three years, to include: Please tick if enclosed Balance Sheet Profit and Loss Account Full notes to the Accounts Director s Report Auditor s Report 11

13 tes: 1. The Accounts submitted must be those prepared for shareholders and not modified accounts, which take advantage of exemptions available, as defined by the Companies Act 1985 sections If it is not the entire company which will fulfil the tender then you must submit accounting records for that part of your company which will provide the requested services. In this case you should provide audited accounts for the entire company only for the past year. C9 If the Accounts you are submitting are for a year ended more than 10 months ago, please confirm that the firm is still trading and provide a statement of turnover since the last set of published Accounts and a business plan detailing performance, cash flow projections and future plans. t Applicable Confirmed, statement enclosed Insurance C10 Please give the name, address and telephone number of the firm s insurance broker: C11 Please give the name of the insurer, policy number, extent of cover and expiry date, and provided a copy of your Public Liability (Third Party) Insurance Policy. C12 Please give the name of the insurer, policy number, extent of cover and expiry date, and provided a copy of your Professional Indemnity Insurance Policy. END OF SECTION C 12

14 SECTION D HEALTH AND SAFETY Responsible Persons D1 Name of Director, Partner or other person responsible for the implementation of the firm s safety policy. Name: D2 Do you employ a safety officer? Yes If yes, please give the officer s name. Name: tices and inspection D3 Please enclose details of prosecutions or notices served on your firm by the Health and Safety Executive or under the Health and Safety at Work Act 1974, or similar legislation in any EC member state. ne Enclosed D4 Do you agree to allow UCL s representatives access to your offices or other buildings to inspect any premises, plant, protective equipment, display screen and associated equipment etc, which may relate to any contact between the firm and UCL. t agreed Agreed Documentation and Advice of Policies and Procedures D5 Please describe how your Health and Safety Policies and Procedures are conveyed to the work force. D6 In order to demonstrate your general approach, please enclose the following policy and associated documents: a) Health and Safety policy document Enclosed t Enclosed b) Organisational and working arrangements for health and safety Enclosed t Enclosed END OF SECTION D 13

15 SECTION E QUALITY ASSURANCE Responsible Person E1 Please give the name and position in the firm of Director, Partner or person responsible for the implementation of the firm s Quality Assurance Policy. Name: Position: Policy E2 Do you have a quality assurance policy? If yes, please enclose a copy. Yes, copy enclosed Principals and Registration E3 Do you operate a quality system based on the principles laid down in EN29000 (ISO9002)? Yes E4 E5 Have you acquired Quality Assurance registration to EN29000 (ISO9002)? If not do you intend to acquire Quality Assurance registration? Yes E6 If yes to E5, please indicate when. Documents By (date): E7 If yes to E4, please enclose a copy of your registration certificate(s). Copy (copies) enclosed E8 Please enclose a copy of any quality assurance documentation which may be appropriate to any agreement between the firm and UCL beside a copy of your policy and the registration certificate Yes CONTINUED ON NEXT PAGE 14

16 Development E9 Continuous Improvement What progress has your company made this year relevant to the following standards: Health & Safety, Labour, Environmental, Quality Management, and what will you do next year? Progress a) In your firm Plan Progress b) In your sourcing from suppliers Plan END OF SECTION E 15

17 SECTION F TECHNICAL CAPABILITY Information and formalities necessary for evaluating if requirements are met: F1 Please describe three examples of providing design and delivery solutions for District Heating (DH), Combined Heat & Power (CHP), steam/hot water boilers and other associated plant. In order to demonstrate a proven track record in delivering successful solutions, for each example give: (mandatory question, max 800 words) a) Dates when the contract was carried out b) Contract values c) Details of what was provided, capacities, CHP, CCHP etc d) Type of client NHS, University, Local Authority etc e) Details of actual performance against design F2 For the projects described in F1 please demonstrate your capacity and capability to deliver the following aspects of the scheme. (mandatory question, max 800 words per example) a) To undertake procurement under EU procurement rules. b) To prepare tender documentation (RIBA Stages A-G) and identify and evaluate Contractors who would undertake the decommissioning, removal & disposal, construction design, supply, installation and commissioning of DH & CHP plant. c) To support UCL in reporting carbon emission reductions and evaluate the financial impacts of carbon emissions. d) To select the lowest whole life cost scheme. e) Control of project costs and delivering Best Value. F3 Please provide details of the number of staff currently involved in the provision of the services, similar to those required by the Authority. In your response please provide the following: (mandatory question). a) Permanent staff numbers: b) Temporary or third party staff numbers: c) Total staff turnover as a percentage of staff employed over the past [three] years (Where significant changes have occurred in respect of key management or specialist staff this should be identified) F4 F5 F6 F7 Please provide an organisational structure showing the key personnel who would be involved in the delivery of this project, in order to demonstrate in-house capacity. (mandatory question) Please provide CV s for the key staff who will be directly involved in project delivery, in order to demonstrate technical capability to deliver the requirements. (mandatory question) Please provide evidence that you have collaborated in or have led a successful team in delivering a similar project. In answering this question what methods of collaborative working do you use and what benefits do they offer? (mandatory question, max 800 words) Please provide the names and contact details of two clients who will act as referees for UCL to contact if necessary. You should ensure that these referees have experience of dealing with the key members of the team proposed for UCL. 16

18 F8 Please provide details to identify how your proposed delivery of the engineering services would distinguish you from other likely candidates and show additional benefits that UCL would obtain from your involvement. (Mandatory question, max 800 words) END OF SECTION F 17

19 SECTION G EQUAL OPPORTUNITIES UCL has a statutory duty not to discriminate unlawfully and to promote equality in all its functions, including the procurement of goods, works and services provided by external suppliers and contractors. G1 Does your firm have an Equal Opportunities Policy which covers the following groups? (Please tick each box if appropriate). Race Age Sex Sexual Orientation Disability Religion Please include a copy of your policy. G2 Who in your firm has responsibility for overseeing equalities policies? G3 Does your firm plan and take steps to address equalities issues on a regular basis? Yes Please include information about recent steps taken (for example this could be a copy of a recent equality action plan) G4 How often do you review progress against your plan (tick option)? Every 6 months Every 1-3 years Every year 3 or more years Other G5 How are equalities policies communicated to staff/potential clients and how are they made aware of their responsibilities under these policies? Please send web links and /or examples of how they are communicated. G6 Is training on equalities policies/issues given to the following groups? Staff Managers Company stakeholders If yes please give a brief description of the training for each group: G7 Does your firm monitor its workforce by: 18

20 Ethnicity Sex Disability If yes, please provide data from your most recent monitoring exercise G8 What active steps are you taking to encourage the recruitment and selection of underrepresented groups? (E.g. positive action statements in job adverts) Please provide examples of steps taken. Examples attached G9 In the last three years was your firm the subject of any formal investigation on grounds of alleged discrimination? Yes If yes, what was the outcome and what steps, if appropriate, did you take in response to this? G10 In the last three years has any finding of unlawful discrimination been made against your firm by a Court, or Employment Tribunal? Yes If yes, what was the outcome and what steps, if appropriate, did you take in response to this? END OF SECTION G 19

21 SECTION H - ENVIRONMENTAL IMPACT Policy H1 Does your firm have an environmental, or sustainability policy? Yes If your answer is Yes, please provide a copy of your firm s main policy document. H2 Does your firm have a separate responsible procurement policy? Yes Registration If your answer is Yes, please provide a copy of your firm s main policy document. H3 Does your firm take part in an environmental accreditation scheme such as ISO or equivalent? Yes If your answer is Yes, please provide a copy of your certificate of Registration. Yes, copy enclosed If your answer is, does your firm have plans to develop an environmental Strategy which meets the standards in ISO or equivalent? Yes END OF SECTION H 20