INVITATION TO TENDER (ITT) NAME OF COMPANY: QUILTER CHEVIOT LIMITED TENDER FOR: The Quilter Cheviot DEMENTIA INITIATIVE TENDER RETURN DATE AND TIME (DEADLINE): 12 APRIL 2018 5pm 1. INTRODUCTION AND BACKGROUND 1.1 ITT Process The Company is issuing this ITT to various interested charities in connection with the project described herein. Each tender (Tender) submitted in response to this ITT (Tenderer) by an entity which has charitable status should be detailed enough to allow the Company to make an informed selection. Subject to the terms of this ITT, the Company proposes to enter into a contract (Contract) with the successful Tenderer. 1.2 Introduction to the Company The Company provides investment management services to over 40,000 clients (private clients, trusts, smaller pensions and charities). The Company is part of Old Mutual Wealth and Responsible Business is considered business as usual. Responsible Business is about doing the right thing by all of the stakeholders that the Company comes into contact with, whether that is employees, clients, prospective clients, intermediaries that it works with, suppliers that it does business with or the communities it operates within. It also means being cognisant of the impact the Company has on the environment. For more information on the Company s approach to Responsible Business, please visit the following website https://www.quiltercheviot.com/uk/charities/why-quilter-cheviot/responsible-business/ 1.3 Scope of the Project Given the nature of its client base, the Company is highly cognisant of the issues facing people with dementia and has introduced a Dementia Initiative which will see the creation of dementia champions across its offices who will act as experts and train other employees to better understand the challenges of being affected by dementia. For the next stage of this initiative the Company is looking to partner with a registered charity to deliver a project focused on those affected by dementia as well as to provide opportunities for the Company s staff to participate in different ways with the work of the charity (Project). The Project should involve new ways of meeting the needs of those affected by dementia, or take an existing service and implement an innovative change to it. The Company is not being overly prescriptive regarding the scope of the Project as it is looking for innovative ideas which are not necessarily linked to the provision of financial services or the financial services industry. 1
The Company will award the successful Tenderer 50,000 per annum for a threeyear period to help fund the Project (Grant). The Grant will be a charitable donation by the Company and is not a payment for services; however, the Grant will be subject to the successful Tenderer continuing to meet the ongoing due diligence and reporting requirements of the Company (to be set out in the Contract). In considering the scope of the funding criteria the Company is mindful that for many charities core costs are often over-looked by funders; therefore such core costs may be included within the Tender. As a secondary consideration, the Company has an office network across the UK, Ireland and Jersey, and is keen that the Project provides the opportunity for its staff to get involved in it or in the work of the Tenderer generally. However, this does not preclude those Tenderers without a national footprint from applying. 1.4 Contract term The Company: (a) (b) proposes to enter into one Contract for a maximum period of three years with the successful Tenderer; and anticipates that the commencement date of the Project will be on an agreed date after the Contract is awarded. 1.5 Purpose and scope of this ITT This ITT: (a) (b) (c) (d) (e) asks Tenderers to submit their Tenders in accordance with the instructions set out in the remainder of this ITT; sets out the overall timetable and process for the procurement to Tenderers; provides Tenderers with sufficient information to enable them to provide a compliant Tender (including providing templates where relevant); sets out the evaluation criteria that will be used to evaluate the Tenders; and explains the administrative arrangements for the receipt of Tenders. 1.6 Clarifications about the Project or ITT Any enquiries or requests for clarification of any matters arising from this ITT should be sought from the Company and must be made in writing by email to responsiblebusiness@quiltercheviot.com 2
The deadline for receipt of clarifications relating to the Project or this ITT is set out in the timetable set out in section 2.1 (Timetable). The Company will respond to all reasonable clarifications as soon as possible by issuing a document listing Tenderer s questions (without revealing their identity) and, to the extent relevant to other Tenderers, the Company s response to them, which will be emailed to all Tenderers. If a Tenderer wishes the Company to treat a request for clarification as confidential, it must state this when submitting the clarification. If, in the reasonable opinion of the Company, the request for clarification is not confidential, the Company will inform the Tenderer and it will have the opportunity to withdraw it. Tenderers are advised not to rely on communications from the Company in respect of the Project or ITT unless they are made in accordance with these instructions. 1.7 Clarifications about the contents of the Tenders The Company reserves the right to seek clarification of any aspect of a Tenderer's Tender during the evaluation phase. Tenderers are asked to respond to these requests promptly and to avoid vague or ambiguous answers. 2. TENDER TIMETABLE 2.1 Key dates The Timetable is currently anticipated to be as follows: Event Tenderers indicate that they will respond to ITT and deadline for receipt of clarifications Responses to clarifications to be published and sent to those who have expressed an interest and/or asked for such clarifications Deadline for receipt of Tenders (Deadline) Indicative timetable 16 March 2018 23 March 2018 12 April 2018 at 5pm Notification of shortlist 1 May 2018 Presentations 4 June 2018 Notification of Contract award decision 5 June 2018 Target commencement date of the Project Date agreed by both parties 3
Any changes to the Timetable set out above shall be notified to all Tenderers by the Company as soon as practicable. 2.2 Deadline for receipt of Tenders Responses to this ITT must be sent to responsiblebusiness@quiltercheviot.com and in the manner prescribed under section 3.1 no later than the Deadline. Any Tender received after the Deadline shall not be opened or considered. The Company may, however, in its own absolute discretion extend the Deadline and in these circumstances the Company will notify all Tenderers of any change. 2.3 Presentations A maximum of five Tenderers will be invited to deliver a presentation to a combination of representatives of the Company and some external appointees in support of their Tenders. You should keep the relevant date detailed in the Timetable free in case you are asked to attend. The panel will consist of the following individuals: Mark Macleod: Quilter Cheviot Limited Chief Financial Officer and Board Sponsor of Responsible Business. Stuart Perry: Old Mutual Wealth Responsible Business Manager. Kate Baldwin: Consultant on Dementia-related issues to Quilter Cheviot Limited. Tracy Paine: Deputy Chief Executive of Belong Fred Walker: Ambassador, Alzheimer s Research UK Caroline Foster (Quilter Cheviot Limited Compliance Manager) or her delegate will attend presentations in an observational capacity. 2.4 Contract award The award of the Contract is subject to the formal approval process of the Company. Until all necessary approvals are obtained, no Contract will be entered into. Once the Company has reached a decision in respect of Contract award, it will notify all Tenderers of that decision. The Company will not be obliged to discuss reasons for declining any response. 4
3. TENDER COMPLETION INFORMATION 3.1 Formalities The Tender must be clear, concise and complete. Tenderers should submit only information that is necessary to respond effectively to this ITT and should specifically include: (a) (b) (c) (d) (e) (f) (g) a brief description of the organisation and its relevant track record (including impact and successful partnerships); details of the suggested components of the Project and the key people to deliver them; an explanation of what the Project will aim to achieve, how it addresses an identified need, issue or problem for those affected by dementia and what the anticipated outcomes are; an explanation of how progress will be monitored against the expected outcomes of the Project and identification of any risks that might prevent such outcomes from being achieved; a description of how opportunities will be provided to the Company s staff to participate in some way with the Project or the charity s work more generally; a budget for expenditure of the Grant; and the Tenderer s most recent report and accounts. The Tender must be signed by a duly authorised representative of the Tenderer and include details of the person at the Tenderer who can be contacted by the Company in relation to the Tender. 3.2 Changes affecting a Tenderer Tenderers must inform the Company in writing of any change in control, composition or membership of that Tenderer. In these circumstances, the Company reserves the right to disqualify the Tenderer from any further participation in the procurement process. 3.3 Warnings and disclaimers While the information contained in this ITT is believed to be correct at the time of issue, the Company accepts no liability in any circumstances for its accuracy, adequacy or completeness, nor will any express or implied warranty be given. This exclusion extends to liability howsoever arising in relation to any statement, opinion or conclusion contained in, or any omission from, this ITT (including its Schedules) and in respect of any other written or oral communication transmitted (or otherwise 5
made available) to any Tenderer. No representations or warranties are made in relation to these statements, opinions or conclusions. This exclusion does not extend to any fraudulent misrepresentation made by, or on behalf of, the Company. If a Tenderer proposes to enter into a Contract with the Company, it must carry out its own due diligence enquiries and rely only: on its own enquiries and judgment in relation to this procurement, including the preparation of its Tender; and on the terms and conditions set out in the Contract (as and when finally executed), subject to the limitations and restrictions specified in it. Neither the issue of this ITT, nor any of the information presented in it, should be regarded as a commitment or representation on the part of the Company (or any other person) to enter into a contractual arrangement. This ITT should not be regarded as an investment recommendation made by the Company or its appointed advisors. All suppliers are recommended to seek their own financial and legal advice. 3.4 Confidentiality This ITT and any other documents subsequently issued by the Company as part of this process are (or will be) confidential and should not be disclosed by Tenderers without the prior consent of the Company. The contents of this ITT must not be not copied, reproduced, distributed or passed to any other person at any time except for the purpose of enabling the Tenderer to submit a Tender. The Company may use the information included in a Tenderer's response for any reasonable purpose connected with this ITT. In particular, once a Tenderer has been excluded, the Company reserves the right to use any ideas contained in that Tenderer's tender in any ongoing discussions with other Tenderers but undertakes not to reveal the identity of the provider of these ideas. 3.5 Publicity No publicity regarding the Project or the award of any Contract will be permitted unless and until the Company has given express written consent to the relevant communication. For example, no statements may be made to the media regarding the nature of any Tender, its contents, or any proposals relating to it without the prior written consent of the Company. 6
3.6 Tenderer conduct and conflicts of interest Any attempt by Tenderers to influence the Contract award process in any way may result in the Tenderer being disqualified. Tenderers are responsible for ensuring that no conflicts of interest exist between the Tenderer and its advisors, and the Company. Any Tenderer who fails to comply with this requirement may be disqualified from the procurement at the discretion of the Company. 3.7 Company's rights The Company reserves the right to: (a) (b) (c) (d) (e) waive or change the requirements of this ITT from time to time without prior notice being given by the Company; disqualify any Tenderer that: (i) does not have charitable status ; (ii) does not submit a compliant Tender in accordance with the instructions in this ITT; or (iii) that is guilty of serious misrepresentation in relation to its Tender or the process generally; exclude any Tenderers from the tender process who have been found to be in breach of confidentiality obligations or intellectual property rights and may pursue any remedy or take any other action for breach as it considers appropriate; withdraw this ITT at any time, or to re-invite Tenders on the same or any alternative basis; and choose not to award any Contract as a result of this process. 3.8 Tender costs The Company will not in any circumstances be liable for any Tender costs, expenditure, work or effort incurred by a Tenderer in participating in this process. 3.9 Intellectual property All intellectual property rights in this ITT and all materials provided by the Company in connection with this ITT are and shall remain the property of the Company. 7
4. TENDER EVALUATION MODEL Criteria Evaluation criteria The Company will use the following non-exhaustive evaluation criteria when evaluating the Tenders for shortlisting: Score 1. Outcomes 0-4 Extent to which identified need, issue or problem for those affected by dementia Innovative approach Effective means to achieve and measure the outcome 2. Participation 0-4 Staff participation opportunities at any level 3. Process 0-4 Clear description of project covering components and staff Timeline/progress monitoring 4. Expertise 0-4 Relevant experience in project management 5. Finance and risk 0-4 Sufficiently detailed and robust budget An established and credible organisation stable for the duration of the project. 6. Additional considerations/exceptional reasons for inclusion in shortlist (free text box for additional comments) Total score (max 20) Rating score Excellent Good Acceptable Limited Description Tender addresses criterion with precision and relevance. Tender addresses criterion in most material respects but is lacking or inconsistent in some minor respects. Tender broadly addresses criterion and provides some relevant information, but which is lacking or inconsistent in material respects. Tender fails to address the criterion by providing inadequate detail and/or not directly relevant information. Rating Inadequate Tender fails to address the criterion. 0 4 3 2 1 8
Shortlisted Tenders will be re-evaluated at the presentation stage against a number of factors which may include additional criteria to those set-out above. Charities will be notified of these additional criteria if successfully shortlisted. If a Contract is awarded, the award will be based on the detailed evaluation of all of the above criteria and other factors at the Company s discretion. 9