APPENDIX F PRE-TENDER QUESTIONNAIRE (There are two standard Pre-tender Questionnaires. The attached is the shorter version. The Legal Department would be happy to advise which is most suitable)
SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVE APPLICATION FOR INCLUSION ON THE APPROVED LIST OF TENDERERS FOR THE PROVISION OF [ ] [SHORTENED] CONTRACT QUESTIONNAIRE
GUIDANCE TES The information disclosed in this form will be used in the selection of tenderers. However, any invitation to tender based on this questionnaire does not imply any representation by the Executive as to your financial stability, technical competence or ability in any way to carry out the services. The right to return to these matters as part of the formal tender evaluation process is hereby reserved to the Executive. Please note that whenever used in this questionnaire, the term firm refers to a sole practitioner, partnership, incorporated company, co-operative, charity or analogous entities operating outside the UK as appropriate, and the term officer refers to any director, company secretary, partner, associate, trustee or other person occupying a position of authority or responsibility within the firm. Unless instructed otherwise when answering the questions, please give details which specifically relate to your firm, not to the whole of the group if your firm forms part of a group. Please return the questionnaire as soon as possible together with any supporting documents. Firms not currently registered in the UK should attempt to answer all of the following questions as far as they are able to do so, substituting the equivalent legislation and/or regulations applicable in their domestic jurisdiction. Where necessary, please feel free to use additional sheets in order to provide full answers to any of the questions. Please ensure that any additional sheets are clearly marked with the appropriate question number and that all sheets are signed.
A. GENERAL INFORMATION FIRM DETAILS A1. Firm making the application A2. Address to which correspondence is to be sent A3. Registered office address A4. Person applying on behalf of the firm A5. Position in firm A6. Telephone and fax numbers A7. Are you a sole principal, partnership, private limited company, public limited company, charity or other (please specify)?
A8. Have any of the firm s officers been made bankrupt or involved in any firm which has been liquidated or gone into receivership (If so, please give details)? A9. Has the firm or any staff within the firm who would be performing this work committed a criminal offence relating to the conduct of your business or profession? PROFESSIONAL CONDUCT A10. If yes to A9, please give details on a separate sheet EQUAL OPPORTUNITIES A11. Do you comply with the Sex Discrimination Act 1975 and the Equal Pay Act 1975? A12. Do you undertake to comply with the Disability Discrimination Act 1995? A13. Is it your policy as an employer to comply with your statutory obligations under the Race Relations Act 1976 (and any following enactment) and accordingly, your practice not to treat one group of peoples less favourable than others because of their colour, race, nationality or ethnic origin when deciding to recruit, train or promote employees? A14. In the last three years, has any finding of unlawful racial discrimination been made against your firm by any court or industrial tribunal? A15. In the last three years, has your organisation been the subject of formal investigations by the Commission for Racial Equality on the grounds of alleged unlawful discrimination?
If the answer to question A14 is yes or, in relation to question A15 if the Commission made a finding adverse to your organisation A16. What steps did you take as a consequence of that finding? A17. Do you observe as far as possible the Commission for Racial Equality s Code Of Practice for Employment, as approved by Parliament in 1983, which gives practical guidance to employers and others on the elimination of racial discrimination and the promotion of equality of opportunity in employment, including the steps that can be taken to encourage members of the ethnic minorities to apply for jobs or take up training opportunities? (If so please enclose evidence.) Tick of enclosed B. TECHNICAL CAPABILITY AND REFERENCES B1. Has your firm suffered a deduction for liquidated and ascertained damages in respect of any contract within the last 3 years? B2. Has your firm ever had a contract terminated or your employment determined under the terms of a contract? B3. Has your firm ever not had a contract renewed for failure to perform to the terms of a contract? If the answer to any of questions B2-B3 above is yes, please enclose details. B4. State below the appropriate number of staff in your firm engaged in the type of work for which you are applying. Type of Staff Number
B5. Enclose a brief CV for each officer who will have responsibility for the performance of work for the Executive, indicating minimum qualifications and experience.
ABILITY AND EXPERIENCE OF SIMILAR WORK B6. Please list below the full names, addresses and other details of organisations for which your firm has carried out similar work within the last three years. Only include non-public sector work where no public sector work has been undertaken. The information given should cover the whole range of work for which your firm wishes to be considered. Name and address of organisation 1. Contact name Tender Price( ) Price Basis Value to Date ( ) Nature of Work Date of Contract 2. 3. 4. 5. 6. 7. 8. 9. 10. NB: You may use additional sheets if necessary, but please mark clearly Questions B6.)
B7. Give the names of the officer or other persons responsible for the implementation of your firm s safety policy HEALTH AND SAFETY B8. Please enclose a copy of the firm s health and safety Policy and arrangements or other declaration or information/instruction issued by your firm as necessary to protect health and safety and prevent risks at work. ENCLOSE B9. Has your firm during the last three years, been prosecuted for contravention of the Health and Safety at Work Act 1974? Has your firm been the subject of a formal investigation by the Health and Safety Executive, or similar national body charged with supervision of health and safety standards? (If so, please give full details.) B10. How are your health and safety policies and procedures communicated to your staff, and administered within your firm? (please supply details.) C. FINANCIAL STANDING C1. What is the name of the person in the firm responsible for financial matters; what position does he/she hold?
C2. What is the name and address of your principal banker? BANKERS C3. Please enclose a letter on your headed notepaper, signed by an authorised signatory, authorising the Executive to seek a financial reference from your principal banker. ACCOUNTS C4. Please enclose copies of accounts (audited if relevant) and annual reports for the last 3 years, to include: Balance Sheet Profit and Loss Account and Cost of Sales Full Notes to the Accounts Director s Report/Managing Partner s Report Auditor s Report C5. If the accounts you are submitting are for a year ended more than 10 months ago, can you confirm that the firm as described in those accounts is still trading? C6. Please give details of any outstanding claims or litigation against the firm on a separate sheet. C7. VAT Registration Number TAXATION
INSURANCE C8. Please give details of insurance as indicated below, supply in each case a copy of the policy held by you in relation to that insurance (a) Employers Liability Insurance held. Insurer Policy Number Extent of cover Expiry Date (b) Public Liability (Third Party) Insurance held Insurer Policy Number Extent of cover Expiry Date (c) Professional Indemnity Insurance held Insurer Policy Number Extent of cover Expiry Date C9. Please enclose full details of any claims in excess of 50,000 made under your firm s professional indemnity policy within the last 3 years. 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 that I/we accept the conditions and undertakings requested in the questionnaire. I/We understand that false information could result in my/our exclusion from the tendering exercise. I/We also understand that it is a criminal offence, punishable by imprisonment, to give or offer any gift or consideration whatsoever as an inducement or reward to any servant of a public body and that any such action will empower the Executive to cancel any contract currently in force and will result in my/our exclusion from the tendering exercise. Signed for and on behalf of.. Date Please note, the term firm refers to: sole practitioner, partnership, incorporated company, charity, co-operative as appropriate. The undertaking should 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 form, please ensure that you have: Answered all questions appropriate to your application Enclosed all relevant documents Signed the above undertaking.