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Appendix 2 Tender Response Questionnaire

By Vivian Harper,2014-11-13 13:02
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ISO 27001

    NWDA00287a Expenses Management System

    Appendix 2 Tender Response Questionnaire

Instructions on Completion of Questionnaire;

    Within this questionnaire, against each question is an instruction on the expected format of responses.

    Failure to respond in the required format may lead to disqualification of your tender response. It is therefore important that you follow the specific instructions.

    If you have any queries about how to respond to any of the requirements within the questionnaire, Tenderers are requested to send a message via the NWDA Tender board at tender.board@nwda.co.uk outlining the details of your enquiry.

    The last date for receipt of queries/ tender clarification is 5 days before the tender

    closing date.

    Tenderers must note:

    For each question you must confirm you are able to meet each of the minimum

    requirements as set out in the Invitation to Tender documents.

    In addition to that we require evidence of systems and processes that demonstrate your ability to provide each of the services required and to the level required. We may also ask you to provide proof that you are currently providing such services to other similar organisations, as part of that evidence, in support of your response.

    Tenderers must note, a mere statement that the requirement can be met will not be sufficient. You must describe how you will meet the specific requirement. Failure to

    provide such information may lead to disqualification of the tender.

    Should you be unable to meet any of the specified requirements then you should clearly state “unable to meet” followed by the reasons why and where possible, offer any other suitable alternative proposals.

    Answers must be as short and concise as possible and address each point as indicated. Additional supporting documentary evidence must only be attached if considered essential to illustrate the points made. Large amounts of lengthy documents may not be considered.

Attachments

Any attachments you propose to include as part of/ in support of your response must

    contain the appropriate question reference number as indicated, and enclosed within

    square brackets at the beginning of the attached document’s file name e.g. [23].

    Failure to do so may mean the attachment may not be read and therefore may not be taken into consideration as part of your tender response.

Unnecessary attachments / brochures will NOT be considered.

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    NWDA00287a Expenses Management System

    Appendix 2 Tender Response Questionnaire

1 FORM OF TENDER

    Please ensure this Form of Tender is completed carefully and signed before returning as part of your submission.

    TENDERERS MUST RESPOND TO ALL QUESTIONS IN THIS FORM OF TENDER, OTHERWISE THE TENDER RESPONSE WILL BE CONSIDERED INVALID. TENDER FOR: NWDA00287a - SUPPLY AND IMPLEMENTATION OF A HOSTED EXPENSES MANAGEMENT SYSTEM

    1. I/We agree and/or certify that this offer and any Framework Yes/No*

    Agreement or Contract arising from it shall be bound by the

    Invitation to Tender Documentation

    2. I/We agree and/or certify to supply goods/services of the Yes/No*

    exact quality, sort and price specified in the Pricing

    Schedule(s) in such quantities and to such extent and at

    such times and locations as the Northwest Development

    Agency (the “Agency”) may direct;

    3. I/We agree and/or certify that this offer is made in good faith Yes/No*

    and that we have not fixed or adjusted the amount of the

    offer by or under or in accordance with any agreement or

    arrangement with any other person;

    4. I/We agree and/or certify that we will not communicate to Yes/No*

    any person other than the person inviting these offers the

    (or approximate amount of) offer, except where the

    disclosure, in confidence of the approximate amount of the

    offer was necessary to obtain quotations required for the

    preparation of the offer, for insurance purposes or for a

    contract guarantee bond;

    5. I/We agree and/or certify that we will not enter in to any Yes/No*

    arrangement or agreement with any other person that s/he

    shall refrain from making an offer or as to the amount of any

    offer to be submitted;

    6. I/We agree and/or certify that we will not pay give or offer or Yes/No*

    agree to pay or to give any sum of money or other valuable

    considerable directly or indirectly to any person for doing or

    having done or causing or having caused to be done in

    relation to any offer or proposed offer for the goods/services

    any act or thing of the sort described in 3, 4, or 5 above.

    7. I/We acknowledge that if I/we have acted or shall act in Yes/No*

    contravention of this Form of Tender, the Agency will be

    entitled to cancel the contract and to recover from ourselves

    the amount of any loss and expense resulting from such a

    cancellation.

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    NWDA00287a Expenses Management System

    Appendix 2 Tender Response Questionnaire

8. I/We agree that this tender and any contract which may Yes/No*

    result from it shall be based on this Form of Tender, Terms

    and Conditions, Specification / Brief attached, Pricing

    Schedule attached, and our response to this invitation to

    tender (to the extent to which the Agency may determine in

    accepting the tender).

    9. I/We agree that any other terms and conditions of contract Yes/No*

    or any general reservations, which may be printed on any

    correspondence, issued by us shall not be applicable to any

    contract resulting from this tender.

    I/We agree to carry out all contracts and/or other awards of 10. Yes/No*

    business in accordance with the Agency’s standard Terms

    and Conditions of Contract

    I/We agree that the rates provided shall be held firm for the 11. Yes/No*

    first 12 months of the contract period. Following that any

    requests for price amendments will be submitted to the

    NWDA in writing accompanied by written evidence to

    support that request

    Are you aware of any conflicts of interest between your 12. Yes/No*

    company and the Agency?

    *Where there is any indication that a conflict of interest

    exists or may arise, then it shall be the responsibility of the

    Tenderer to inform the Agency, detailing the conflict in

    writing as an attachment to this tender.

    The Agency will be the final arbiter in cases of potential

    conflicts of interest. Failure to notify the Agency of any

    potential conflict of interest will invalidate any verbal or

    written agreement.

    A conflict of interest is where a person who is involved in the

    procurement has or may be perceived to have a personal

    interest in ensuring that a particular supplier is successful.

    Actual and potential conflicts of interest must be declared by

    a person involved in a tender process.

    * Please delete one

Note

    In this Form of Tender, the word 'person' includes any person and any body or association, corporate or unincorporated; 'any agreement or arrangement' includes

    any transaction, formal or informal and whether legally binding or not.

    Signed _______________________________________________________ Full Name (print)________________________________________________

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    NWDA00287a Expenses Management System

    Appendix 2 Tender Response Questionnaire

    On Behalf of___________________________________________________

    Position in Company____________________________________________

    Date_________________________________________________________

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    NWDA00287a Expenses Management System Appendix 2 Tender Response Questionnaire

INTRODUCTION

    [Q1] Tenderers must confirm that they have read through the ITT documentation, including Statement of Requirements, Pricing Schedules, and all other ITT documentation including tender

    instructions and have satisfied themselves as to the content and meaning of each point. Tenderers must respond in the table row below.

    [A1] Insert your response here

Terms and Conditions of Contract

    [Q2] Terms and Conditions

    All software and related services supplied under this contract will be supplied under the

    Agency’s Standard Terms and Conditions of Contract for the Provision of a Web-Hosted Expenses Management System.

    Tenderers must confirm they have read the Terms and Conditions of contract and agree to those terms and conditions. Tenderers must note that any bids tabling proposed

    amendments may be rejected by the Agency without further consideration.

    Tenderers must respond in the table row below.

    [A2] Insert your response here

A ORGANISATION IDENTITY

    Name of the company (prime or single contractor) in

    whose name the tender would be submitted

    Contact name (Single point of Contact):

    Address:

Telephone number:

    Facsimile number:

    E-mail address:

    Company Registration number, date of registration

    and registration address:

    VAT Registration number:

    Website address (if any):

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    NWDA00287a Expenses Management System Appendix 2 Tender Response Questionnaire

B ORGANISATION INFORMATION

    (1) Is your organisation a Small to Medium Enterprise (SME) as Y/N

    defined in Section 382 & 465 of the Companies Act (2006)?

    (2) Is your organisation: i) a public limited Y/N Y/N iii) a sole trader? company?

     ii) a limited company? Y/N Y/N iv) a partnership?

     v) a limited liability Y/N partnership?

    (3) Confirmation that an organisation structure chart is enclosed Y/N with this completed questionnaire

    (4) Is your organisation a subsidiary of another organisation or a Y/N holding or parent company?

    Address for the organisations holding or parent company, country of origin and registration

    number (if applicable)

    Address for the organisations ultimate parent

    company, country of origin and registration

    number (if applicable)

    (5) Executive Directors / Partners:

    Name Responsibility

    C PRIME CONTRACTOR / SUBCONTRACTING (1) Please select either a or b and answer as applicable

    a) Your organisation is bidding to provide all the services required Y/N

    b) Your organisation is bidding in the role of Prime Contractor and intends to Y/N

    subcontract some of the services to third parties or to form a partnerships/joint ventures/consortium with third parties to deliver the services

    (2) If your answer to 1 is (b), please identify intended subcontractors/ partners /consortia

    members for the bid (if currently known) below:

    Organisation name Organisation address and contact Service provision responsibility and

    details details of legal arrangements

    between partners (if known)

     rd(3) If your organisation intends to use 3 party software, you will have software support Y/N rdcontract(s) in place with the 3 party software provider(s).

    If short listed, the Agency may request to see appropriate evidence of the support contracts. rd(4) If your organisation intends to use 3 party software, you will have appropriate Y/N rdredistribution licences with the 3 party software provider(s).

    If short listed, the Agency may request to see appropriate evidence of the support contracts.

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    NWDA00287a Expenses Management System

    Appendix 2 Tender Response Questionnaire

D COMPLIANCE WITH EU LEGISLATION/ UK

    PROCUREMENT LEGISLATION

    Regulation 23 of the Public Contracts Regulations 2006 applies to the current tendering

    competition. Applicants must provide full details in respect of whether:

    i. Any matters referred to in Regulation 23 (1) (being grounds for mandatory exclusion) apply to the applicant, and in the case of a consortium applicant, to any of its constituent members, or to any of its or their directors, or to any other person Y / N

    who has powers of representation, decision or control of the applicant or, in the case of a consortium applicant, any of its constituent members?

    ii. Any of the matters referred to in Regulation 23(4) (being grounds for

    discretionary exclusion) apply to the Applicant, and in the case of a consortium Y / N

    applicant, to any of its constituent members?

    The Agency may seek evidence at a later date, in confirmation of your answer.

    For convenience, the text of Regulation 23 can be found in Appendix A

E FINANCIAL and ECONOMIC CAPACITY

    The following financial information is required.

    (1) A copy of the most recent audited accounts for your organisation that cover the last two years of trading or for the period that is available if trading for less than two years.

    (2) A statement of the organisation’s turnover, Profit & Loss and cash flow position for the most recent full year of trading (or part year if full year not applicable) and an end period balance sheet

    (where this information is not available in an audited form at (1).

    (3) Where (2) cannot be provided, a statement of the organisation’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position.

    (4) If the organisation is a subsidiary of a group (1) to (3) are required for both the subsidiary and the ultimate parent. Where a consortium or association is proposed, the information is requested for each member company.

    (5) A separate statement of the organisation’s turnover that relates directly to the supply of this service for the past two years, or for the period the organisation has been trading (if less than two years).

    (6) Has your organisation made any application for third party funding including Y/N

    State Aid assistance in relation to the services you are intending to provide?

    (7) If applicable, parent company and/or other guarantees of performance and Y/N

    financial standing may be required if considered appropriate. Please confirm your

    organisation’s willingness and ability to arrange for a collateral warranty, parent

    company guarantee and/or performance bond if called upon.

    Note: the Agency intends seeking independent financial and market advice to validate information declared or to assist in the evaluation.

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    NWDA00287a Expenses Management System Appendix 2 Tender Response Questionnaire

F INSURANCE

    Please confirm that your organisation’s insurance cover meets the Agency’s requirements below. Policy Value Y/N

    Employer’s Liability ?5m

    Public Liability ?5m

    Product Liability ?5m

    Professional Indemnity ?5m

    If not, please indicate that you will arrange for this insurance cover if Y/N

    successful in this tender.

    Please provide copies of insurance certificates.

G REFERENCES

    Note: the Agency may elect to contact any of the given companies for a reference at any

    stage of the tendering process. Your permission to do so will be assumed unless you

    explicitly state any objections. Please Note: This may include site visits to Referees’

    premises.

    (1) Please provide details of at least three major recent public/private sector contracts you have been awarded for the provision of services similar to those required by the Agency

    Customer name Contact name and Date Contract reference Names of and address Telephone number contract and brief subcontractors

    awarded & description of and/ or

    duration service undertaken consortium

    and value of members and

    contract their role

    1.

    2.

    3.

H DISPUTES

    (1) In the last 3 years, has your organisation failed to complete a contract on time or at all, or where there have been claims for damages, or where damages have been deducted or

    recovered? YES/NO

    If Yes, please provide the following details relating to the claim

    Customer name and Contract reference Date of Reason for claim

    address (postal & e-and brief description claim/

    mail) of services provided contract

    termination

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    NWDA00287a Expenses Management System Appendix 2 Tender Response Questionnaire

(2) Has your Company had a Y/N If Yes, please provide details:

    contract terminated or your

    employment determined under

    the terms of a contract within

    the last 5 years?

    Customer name and Contract reference Date of Reason for contract termination address (postal & e-and brief description claim/

    mail) of services provided contract

    termination

(3) Has your Company had a Y/N If Yes, please provide details:

    contract that was not renewed

    due to failure to perform to the

    terms of a previous contract

    within the last 5 years?

    (4) Has your organisation been Y/N If Yes, please provide details:

    involved in any court action

    and/ or significant employment

    tribunal over the last 3 years?

    (5) Are there any court actions Y/N If Yes, please provide details:

    and/ or significant employment

    tribunal hearings outstanding or

    pending against your

    organisation?

I TECHNICAL CAPABILITY

[Q3] TECHNICAL SPECIFICATION

    Aim

    To contract with a Supplier whose proposed expenses management system is compatible with the Agency’s technical infrastructure.

    Background

    The Agency’s Technical Infrastructure is detailed in Section 2.2 of the Invitation to Tender

    document and the minimum requirements detailed in Appendix 1 Statement of Requirement Mandatory.

    Questions:

    In addition to agreeing to meet the minimum requirements set out within Appendix 1 Statement of Requirements Mandatory and Section 2.2 of the Invitation to Tender, Tenderers are required to provide a response to the following supplementary questions:

3.1 Additional Software

    Tenderers should state any additional software on the desktop and its version that is required to

    run the proposed expenses management system or any part of the application such as Internet

    Explorer.

Separately, Tenderers should identify any optional modules which may be of benefit to the

    Agency.

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    NWDA00287a Expenses Management System Appendix 2 Tender Response Questionnaire

3.2 System Architecture

    Tenderers are required to recommend a system architecture.

3.3 Server

    Tenderers should state the recommended / minimum connection speeds required to run the

    proposed expenses management system satisfactorily across a network, taking into account 3G /

    GPRS / Home Workers etc.

    Tenderers are asked to provide details of any additional software required above that of the operating system including versions e.g. IIS / hotfixes / security patches.

3.4 Client

    Tenderers are required to recommend Client Desktop Specification including but not limited to:

    ; Recommended Processor type & speed

    ; Recommended memory

    ; Recommended disk space

    ; Recommended service packs or patches

    Tenderers are required to provide details of any additional software required above that of the operating system including versions e.g. Java / active x components.

3.5 Server / Client

    Tenderers should state how the application integrates with / reacts to security patches and updates.

Insert your response in the box below. Should you need to enclose an attachment please

    ensure the file is named [A3 Technical Specification]

    [A3] Insert your responses here.

[Q4] SOFTWARE LICENSING

    Aim

    To contract with a Supplier who has a licence agreement in place with a flexible licensing structure which will meet the current and future needs of the Agency.

Background

    The Agency currently employs in the region of 500 staff; and processes c300 expense claims per month of which c5 are in foreign currency. The new expenses management system licensing

    structure must be able to facilitate any potential growth in staffing numbers and transaction volumes.

Questions:

    In addition to agreeing to meet the minimum requirements set out within 2.5.1 and 2.5.2.1 of the Invitation to Tender, the Tenderer is required to describe their software licensing models, including but not limited to:

    ; Licence Types available e.g. NAL / CAL / Site Licence / SaaS / ASP

    ; Bundle Option proposals

    ; Annual Maintenance proposals

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