Royal Borough of Kensington and Chelsea

Pre-Tender Questionnaire

Section 1

What the Council is looking for

The Council, as part of its SPACE programme, is about to embark upon a major refurbishment of Kensington Town Hall. This involves replacing selected M&E services to each floor, and fit out of the office accommodation providing a flexible work place. The recommended approach of the Space programme is to:

1. Undertake the planned refurbishment of the M&E services to the office accommodation at Kensington Town Hall over a phased four year period, including office fit-out and replacement of external glazing and improve the buildings thermal performance. The building will be in full occupation during the proposed works.

2. Equip the refitted office space with new furniture to support flexible working.

3. Ensure Information and Communication Technology (ICT) procurement is aligned to the needs of the Space programme and equip the new meeting rooms with suitable ICT to support flexible working.

4. The total expected budget for these works excluding fees is approximately £18 Million.

The Council is now looking to establish a Framework Agreement to appoint a Principal Contractor using the EU Restricted Procedure. The appointment will be based on a JCT Traditional Contract.

The will comprise three separate contracts corresponding to the following three phases;

Phase 1 (2011 - 2012) - Third Floor (3025 SqM)Phase 2 (2012 - 2013) - Second, First & Ground Floors (6915 SqM)Phase 3 (2013 - 2014) - Basement (1596 SqM)

Phase one (Contract 1) will be awarded to the highest scoring candidate invited to Tender. The remaining short listed candidates and the highest scoring candidate will then make up the framework from which contractors will be invited to bid for the remaining two phases.

Section 2

Current Situation

Kensington Town Hall was designed by the architect Sir Basil Spence and was officiallyopened in 1977. It was constructed in steel reinforced concrete with a unique brickworkexterior. The building consists of eight floors, including two levels of public car park areas located at the B3 and B2 levels, four floors of office accommodation with a 4th

floor plant-room level. The site includes the Council Chamber and Committee rooms along with prestigious halls letting areas. Many areas of the building are available for public access. There are twelve lifts across the site including a secure area lift and a goods lift. Kensington Town Hall is arranged over eight floors, comprising three basement levels and five upper levels. Levels B2 and B3 are mainly car parking plus

plant and storage areas.

Much of the M&E plant at Kensington Town Hall is now over 32 years old and has exceeded its useful, economic lifespan. Whilst a comprehensive programme of planned preventative maintenance is in place, the Royal Borough of Kensington & Chelsea now wishes to undertake a selective Mechanical and Electrical Refurbishment including fit out providing a flexible workspace from Basement Level 1, Ground to Third Floor.

Technical Details

The recommended approach is based on refurbishing half a floor at a time, using only Council accommodation for decants and moves. The scope of the works will consist of the following elements:

Mixed provision of shared and dedicated workstations

Break out spaces

Touchdown areas

Print centres – Multi Function Devices for communal use

Refreshment areas with seating

A range of well equipped meeting rooms

New Staff Entrance

Replacement of existing Glazing

New W/C and Service Cores

Disclaimers

The Council will not re-reimburse any expenses incurred by organisations in preparing their responses to the Questionnaire. The Council reserves the right to discontinue the procurement process at any time and will not accept any liability towards organisations should it have to do so.

Freedom of Information Act 2000

Under the Freedom of Information Act 2000 (FOI) and the Environmental Information Regulations 2004 (EIR) the public have a general right of access to Council information. This right of access to information will not only include access to information about the Council’s contracts but also its procurement arrangements with potential Contractors.

This right does not extend to information which is commercially sensitive or otherwise “exempt” from disclosure under FOI or EIR.

Organisations are asked to identify those areas in their Questionnaire that they consider to be commercially sensitive and for how long as these may be subject to discussion as part of the Tender process and during post-tender negotiations (if any).

The Council reserves the right to hold all or any information from organisations in confidence whether or not it is identified as commercially sensitive by the Organisation.

For organisations not short-listed their completed Questionnaire will be disposed of in accordance with the Council’s document retention and disposal policy.

Section 3

Instructions for Completion

The purpose of this questionnaire is to assist The Royal Borough of Kensington and Chelsea in deciding which suppliers to invite to tender.

In order to simplify this process, you don’t need to provide supporting documents, for example, accounts, certificates, statements or policies with this questionnaire. However, you may be asked to supply these documents at a later stage. You may also be asked to clarify your answers or provide more details.

Please respond to this questionnaire in full. All questions must be answered using ‘none’ or ‘not applicable’ where appropriate. Clearly mark on any additional sheets the name of your Organisation and the question number it refers to.

Organisations not currently registered in the UK should answer all questions substituting where relevant the appropriate professional or commercial registers, legislation, Codes of Practice etc., which are applicable within their domestic jurisdiction.

The information disclosed in this form will be used in the selection of tenderers. However, the issue of any invitation to tender based on this questionnaire does not imply any representation by the Council as to your financial stability, technical competence or ability in any way to carry out the services. The right to return to these matters is reserved by the Council.

Except where instructed otherwise, please give details that relate to the organisation applying for the contract, not to the whole of the group if your organisation forms part of a group. Please note that any organisation selected and invited to tender for any contract must submit its tender in the name given in response to question 1, section 5. Failure to do so without prior approval of the Council will result in tenders being rejected.

This questionnaire must be responded to in full even if your organisation has previously submitted a questionnaire to the Council. It is not sufficient to refer to earlier or other questionnaires.

PQQ must be completed in the English Language.

Versions of this questionnaire will be supplied by email only

Please do not include general marketing or promotional material for your organisation to answer any of the questions in this questionnaire or for any other reason.

Please return the questionnaire, together with any supporting documents, by 17.00 on 23 April 2010 to:Attn: Mr Keith HarperRoyal Borough of Kensington and ChelseaRoom G8/01The Town HallHornton StreetLondon W8 7NXEngland

A copy should also be emailed to space@rbkc.gov.uk

If you have any requests for clarification regarding this form please contact:

Mr Colin Griffin – Project Support Assistant

Tel: 020 7361 3662

Or email space@rbkc.gov.uk

Any requests for clarification will be answered by email

Section 4

Evaluation CriteriaThe following criteria will be used to evaluate this PQQ. To receive an Invitation to Tender, a minimum score of 75% in the PQQ must be achieved. In the event that more than 8 candidates exceed this score, the 8 highest scoring candidates will be invited to tender.

Applicants scoring less than 75% may not be invited to tender if fewer than 8 companies have scored more than 75%. The Council reserves the right to award places on the framework to fewer than 5 companies if fewer than 5 companies tender successfully.

Scored questions will have marks applied as follows:

Section Criteria PQQ Question

Marks Available

Section 5 Organisation Profile

5.1 – 5.11 Info Only

5.12 – 5.13 Pass/FailSection 6 Financial

Information6.1 Info Only

6.2 Pass/ Fail6.3 Pass/Fail6.4 Info Only6.5 Pass/Fail6.6 Pass/Fail6.7 Pass/Fail6.8 Pass/Fail6.9 Score (only

Top 12)Section 7 Relevant

Experience and Technical Expertise

7.1 Pass/Fail& Score

7.2 a - k Score7.3 Pass/ Fail7.4 Score

Section 8 Quality Assurance 8.1 Pass/ FailHealth and Safety 8.2 Pass Fail

8.3 Pass/Fail8.4 Pass Fail

Section 9 Workforce Matters and Equal Opportunity

9.1; 9.2; 9.3; 9.4; 9.5

Info Only

9.7; 9.8 Pass/ Fail9.6 Score

Section 10 Environmental, Economic and Social Sustainability

10.1;10.2 Pass Fail

10.3; 10.4 Info Only

Score Scoring Principles0 Rejected – Evidence is unacceptable or non-existent, or there is a

failure to properly address any issues.

2 Poor – The evidence is deficient in certain areas where the details of relevant evidence require the reviewer to make assumptions.

4 Acceptable – Evidence is acceptable but with no output evidence provided (i.e. no evidence of implementation)

6 Satisfactory – The evidence is satisfactory, but with some minor reservations. The response deals only with processes and little output evidence is provided.

8 Good – The standard of evidence fully meets expectations.

10 Outstanding – The standard of evidence exceeds expectations. The response demonstrates clear and strong evidence of delivery as part of an integrated team and how this has become part of a continuous improvement process.

Minimum Criteria

All questions must be answered in order to progress to the Tender Stage. Questions that are not applicable must be clearly marked N/A.

Turnover Threshold: Must not exceed 25% of the relevant part of responding company (related to question 6.3b).

All Pass/ Fail Questions must be passed to continue to Tender Stage.

Applicants must have or intend to procure public, employee and professional indemnity insurance insurances at a level of £10m respectively.

Financial Assessments must be ranked satisfactory or better.

Submission must be completed in accordance with the format provided.

Response should be in Arial Black 11 and conform to the required word count not to exceed the stated maximum.

Timescales

Proposed Timescales – Council reserves right to amend as necessary

Activity Estimated Date

Issue of Prequalification Questionnaire Form 24 March 2010Closing date for clarifications & Queries 9 April 2010Closing date for receipt of Prequalification Questionnaire

23 April 2010

Issue of Invitation To Tender October 2010Closing Date for Receipt of Tenders November 2010Contractors Interviews November 2010

Section 5

Note: Where the word “organisation” is used in this document it refers to a sole trader, partnership, incorporated company, co-operative, charity or analogous entities operating outside the United Kingdom as appropriate. The term ‘officer’ refers to any director, company secretary, partner, associate, employee, trustee or other person occupying a position of authority or responsibility in the organisation.

General Information Questions – All Applicable Questions Must Be Answered

5.1) Name of the organisation making the application

5.2) Contact for enquiries about this expression of interest

Name:

Position (Job Title):

Telephone:

Email:

5.3) Status of organisation e.g. sole trader, partnership, private limited company, public limited company, charity or other? (please specify)

5.4) Registered Company name (if different from 5.1)

5.5) Address of Registered Office if organisation is a registered company

Telephone number:

Fax number:

5.6) Please state the organisation’s date of incorporation or formation and registration number under the Companies Act 1996 (if applicable)

5.7) Address of Head Office if organisation is not a registered company

Telephone number:

Fax number:

5.8) Address to which correspondence is to be sent if not Head Office

5.9) Address from which services will be managed if successful

5.10) Is the organisation a member of a group including other organisations?

YesNo

(a) If yes, please attach the names and addresses of the holding company and associated companies, the objectives of the group and full details of the structure of the group including a group organisation chart.

Attached YesNo

(b) Would the group or the ultimate holding company be prepared to guarantee your contract performance as its subsidiary? (if applicable)

YesNo

5.11) Do you propose to deliver the service requirement by way of a joint venture with other firms?

YesNo

a) If yes, please provide details of the proposed venture including the financial, managerial and legal relationships between the companies involved (write an organisation chart illustrating these relationships).

Attached YesNo

b) The Council reserves the right to raise such additional questions it may consider necessary in the light of the information given before accepting or rejecting any application.

5.12) Regulation 23 (4) of the Public Contracts Regulations 2006 (The Regulations) provides that an Organisation may be treated as ineligible to tender on the following grounds:

a) being an individual is bankrupt or has had a receiving order or administration order made against him or has made any composition or arrangement with or for the benefit of his creditors or has made any conveyance or assignment for the benefit of his creditors or appears 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 granted a trust deed for creditors or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of his estate, or is the subject of any similar procedure under the law of any other state;

b) being a partnership constituted under Scots law has granted a trust deed or become otherwise apparently insolvent, or is 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 passed a resolution or is the subject of an order by the court for the company’s winding up otherwise than for the purposes of bona fide reconstruction or amalgamation, or has 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 the subject of proceedings for any of the above procedures or is the subject of similar procedures under the law of any other state;

d) has been convicted of a criminal offence relating to the conduct of his business or profession;

e) has committed an act of grave misconduct in the course of his business or profession;

f) has not 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 economic operator is established;

g) has not fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant state in which the economic operator is established;

h) is guilty of serious misrepresentation in providing any information required of him under this regulation and regulations 23,24 and 25

i) in relation to procedures for the award of a public services contract is not licensed in the [relevant] State in which he is established or is not 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 or is not other treated as so registered for the purposes of the Regulations

5.13) Please provide a statement confirming that there are no grounds applicable to the organisation pursuant to which it could be rejected by the Council under Regulation 23 (4) of the Regulations.

Section 6

Financial Information

6.1) Who is the person in the Organisation responsible for financial matters?

Name:

Job Title:

Telephone Number:

Fax Number:

6.2) Please provide on headed paper, details of your principal banker, and authorisation for the Council to take up reference from your bank at your expense.

6.3)(a) What was your turn over in the last 3 years (if this applies)

£ for year ended--/--/----

£ for year ended--/--/----

£ for year ended--/--/----

(b) What was your turn over in the last 3 years in respect of the work, goods or services which are of a similar type to the subject matter of this contract opportunity (if this applies)

£ for year ended--/--/----

£ for year ended--/--/----

£ for year ended--/--/----

6.4) If the figures you are submitting are more than 10 months old, has the organisation’s trading position significantly changed?

YesNo

If yes please forward details.

Attached YesNo

6.5) If asked, would you be able to provide at least one of the following

Copies of your most recent audited accounts (for the last three years if this applies).

YesNo

A statement of your turnover; profit and loss account and cash flow for the most recent year of trading.

YesNo

6.6) Please attach a bank letter outlining your current cash and credit position and ability to meet future obligations.

Attached YesNo

6.7) Please state your VAT registration number.

6.8) Insurance - please provide confirmation that you have or intend to procure insurance of the type and value indicated below:

a) Employers Liability Insurance: £10 Million

b) Public Liability (Third Party) Insurance: £10 Million

c) Professional Indemnity Insurance (for each and every claim): £10 Million

HaveIntend to procure

HaveIntend to procure

HaveIntend to procure

6.9) Financial appraisal

The Council may also undertake a financial assessment of your company’s suitability to be invited to Tender by undertaking an independent business appraisal check.

Section 7

Relevant Experience as an Organisation

7.1) Please provide details of three recent contracts awarded from 2003 onwards for Office Refurbishment works in occupied buildings. If you cannot provide three references please explain why.

Reference 1 Reference 2 Reference 3

Customer Organisation (name):

Customer contact name and phone number:Description of Work

Where you the principal or main contractor

Extent of occupation during the work?

Date contract awarded:

Type of Contract; (e.g. Traditional/ Design & Build)

Overall Value (£):Refurbishment (£)Specialist Joinery (£)M&E Refurbishment Fit-out (£)

Date contract was completed

7.2) Case studies: Please nominate two projects which demonstrate your ability to provide office fit-out and M&E refurbishment services similar to those required by RBKC. For each project, please attach details of the following (Please Note - Word count should not exceed the stated maximum):

a) With regard to your two nominated case studies, please describe in no more than 200 words, your organisations understanding of constraints involved in working in an occupied building and how any issues related to this were overcome

b) With regard to your two nominated case studies, please describe in no more than 200 words, your company’s approach to management of the work to meet the client’s sustainability objectives during the construction process?

c) With regard to your two nominated case studies, please prepare a Process Chart detailing the Quality Management and Reporting Systems used on these contracts

d) With regard to your two nominated case studies, please prepare a Process Chart detailing procedures for monitoring and reporting on the progress of project works

e) With regard to your two nominated case studies, please provide the value of refurbishment works

f) With regard to your two nominated case studies, please provide the value of M&E works only

g) With regard to your two nominated case studies, please provide the value of joinery works

h) With regard to your two nominated case studies, please describe in no more than 150 words, how your organisation managed the procurement and installation of furniture as part of the works

i) With regard to your two nominated case studies, please describe in no more than 150 words, how your organisation managed the procurement (if required) and installation of replacement window systems to the external facade as part of the works

j) With regard to your two nominated case studies, please identify and explain in no more than 150 words, any cost saving initiatives offered to the client and at which stage of the project these were introduced

7.3) State the approximate percentage of employees engaged in your company in the specific type of work for which you are applying.

Management

Professional/technical

Admin/clerical

Supervisor

Operative

7.4) Please describe in no more than 200 words, details of your policy for the procurement and management of sub-contractors

Section 8

Quality Assurance and Health and Safety

8.1) Quality Assurance

Does your organisation hold a recognised quality management certification, for example BS/EN/ISO 9000 or equivalent, or have a quality management system1?

YesNo

If ‘No’, please explain why: (100 Words Max)

8.2) Health and safety

a. Does your organisation have a written health and safety at work policy including HSG65 or OHSAS 180012?

YesNo

b. Does your organisation have a health and safety at work system2?

YesNo

If ‘No’ to either of the above, please explain why? (100 Words Max)

1 “system” means processes and procedures to ensure that the subject is properly managed. This includes making sure that legal requirements are met.22 Any business employing 5 or more people has, by law, to prepare and bring to the attention of employees a written Health and Safety Policy.

c. From where do you obtain your competent health and safety assistance as required by Regulation 7 of the Management of Health and Safety at Work Regulations 1999 (please select from the following options)?

we have appointed a person internally (i.e. an employee)we have appointed a person externally (i.e. a consultant)

Details where appropriate: (50 Word Max)

d. Has your company, or any individual director, partner or proprietor been prosecuted under health and safety and related legislation or had enforcement action taken against it/them by the enforcing authorities (this includes the issuing of a prohibition or improvement notice), or are any such actions pending? If yes, please give details.

YesNo

Details where appropriate: (50 Word Max)

e. Has any person taken civil action against your company or any individual director, partner or proprietor with regard to the award of compensation for loss suffered as the result of a health and safety incident, or have arrangements to compensate for such incidents been agreed out of court (through insurance companies, for example), or is any such action pending? If yes, please give full details.

YesNo

Details where appropriate: (50 Word Max)

8.3) Are you an approved contractor under a recognised pre-qualification scheme such as Constructionline, the Contractors’ Health and Safety Assessment Scheme or the Considerate Contractor Scheme (please say which one)?

YesNoScheme Name

8.4) Demonstrate that your organisation and the sub-contractors that your organisation uses, subscribe to the skill card, or another appropriate scheme.

Section 9

Workforce Matters and Equal Opportunities

Non UK companies should attempt to answer each of the following questions substituting where relevant the appropriate legislation or code of practice etc applicable to their domestic jurisdiction.

9.1) In the last 3 years has a Court or Tribunal made any findings or award against you in respect of a breach by your company of its obligations under employment protection legislation (if so please attach details in box below)

YesNo

9.2) In the last 3 years has a Court or Tribunal made any findings or award against you in respect of a breach by your company of its obligations under employment protection legislation. (if so please attach details in box below)

YesNo

9.3) Is it your policy as an employer to comply with your statutory obligations under current equalities legislation and accordingly, your practice not to treat one group of people less favourably than others because of their race, gender, disability, religion or sexual orientation in relation to decisions to recruit, train or promote employees?

YesNo

9.4) In the last three years, has any finding of unlawful racial discrimination beenmade against your organisation by any Court or industrial tribunal?

YesNo

9.5) In the last three years, has your organisation been the subject of formal investigations by the Commission for Racial Equality on grounds of alleged unlawful discrimination?

YesNo

9.6) If the answer to question 9.4 is in the affirmative or, in relation to question 9.5, the Commission made a finding adverse to your organisation.

What steps did you take in consequence? (100 Words)

9.7) Is your policy on race relations set out:

(a) In instructions to those concerned withrecruitment, training and promotion;

YesNo

b) in documents available to employees,recognised trade unions or otherrepresentative groups of employees;

YesNo

(c) in recruitment advertisements or other literature?

YesNo

9.8) 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 of the ethnic minorities to apply for jobs or take up training opportunities?

YesNo

Section 10

Environmental, Economic and Social Sustainability

10.1) Does your company have a written sustainability policy covering environmental, social and economic issues and could you provide an example if required?

YesNo

10.2) Please provide details as to how your Organisation conforms to environmental management standards either through the Community Eco-Management and Audit Scheme or relevant European or International standards concerning certification or other equivalent standards

Details where appropriate: (150 Words)

10.3) Please give examples of your involvement in each of the following:

- generating employment and training opportunities for long-term unemployed people

- providing training opportunities

- the development of trade skills in your existing workforce

What was your exact involvement in each of these activities? Which examples have been more successful and which less successful and why?

- What schemes exist within your organisation to promote continious professional development

10.4) Please provide details in the following table of instances when you have been required to include and implement demonstrable sustainable design elements to the works.

Appointment 1 Appointment 2 Appointment 3Customer Organisation (name):

Site Name

Type of commission

Type of site

Examples of sustainable elements incorporated into the design and works

SECTION 11

Declaration

I/we certify that the information supplied is accurate to the best of my/our knowledge and understanding and I/we accept the conditions and undertakings requested in the questionnaire

I/we understand and accept that false information could result in my/our exclusion from the tendering exercise or cancellation of any contract awarded.

I/we understand that our application will be considered in accordance with (specify EU requirement)

I/we 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 Council to cancel any contract currently in force and will result in my/our exclusion from the tendering exercise.

I/we also understand that canvassing of Officers or Members will result in disqualification from the tendering exercise.

1. Signature:

2. Full name:

3. For and on behalf of:

4. Date: