20Questionnaire(LM2)

Pre-Qualification QuestionnaireNWDA00234

Landscape Maintenance

RETURN DATE FOR SUBMISSIONNot later than 10.00 am on 30th July 2008

Issued 23rdJune 2008

RES002 V3/SCIssued: September 2007

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CONTENTS

1. INTRODUCTION AND BACKGROUND

1.1 Purpose of the document

1.2 Scope of the requirement

1.3 Objectives of the requirement

1.4 Outline timetable for the procurement

1.5 Consortia and sub–contracting

1.6 Queries about the procurement process

1.7 Supplier/organisation contact point

2. EVALUATION APPROACH

2.1 Procurement Process

2.2 Evaluation Criteria

3. INSTRUCTIONS FOR THE RETURN OF THE COMPLETED PQQ DOCUMENTATION

3.1 Instructions for Completion

3.2 Important Notices

3.3 Freedom of Information legislation

4. PRE-QUALIFICATION QUESTIONNAIRE

A. Organisation identity

B. Organisation information

C. Compliance with EU legislation/UK procurement legislation

D. Quality assurance

E. Project Management

F. Management Information and Reporting

G. Financial and economic capacity

H. Insurance

I. References

J. Disputes

K. Business capability


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L. Technical capacity

M. Prime Contractor

N. Conflict of Interest

O. Terms and Conditions of Contract

P. Comments

Q. Form completed by


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1. INTRODUCTION AND BACKGROUND

1.1 Purpose of this document

1) This PQQ is the first stage of the tender process and responses to this PQQ will enable the Agency to assess the ability, competence and financial standing of any Suppliers.

2) Selected organisations will be invited to participate further in the second stage of this process (Invitation to Tender).

3) This is a competitive procurement conducted in accordance with the Restricted Procedure under the EU Procurement Directives and as implemented in English Law in the Public Contracts Regulations 2006 (SI 2006 No.5) and such other UK regulations implementing its provisions as may be made from time to time.

4) Please read this PQQ carefully before attempting to answer any questions. All parts of the Questionnaire must be completed and supporting information and evidence must be supplied where appropriate or requested. Failure to furnish the required information, make a satisfactory response to any question, or supply documentation referred to in responses, within the specified timescale, may mean that Suppliers will not be invited to participate further.

1.2 Scope of the requirement

Scope of the Works

The Contractor is required to provide landscaping services including road maintenance at the Estates in accordance with the Schedule and Programme of Works.

The current estate includes:

1. Estuary Commerce Park - Liverpool

2. Agecroft Commerce Park – Salford

3. North Road, Hooton Business Park, Ellesmere Port

4. Renaissance Way, Boulevard Commerce Park, Speke

5. Broadshaw Farm, Broadshaw Lane, Milnrow, Kingsway, Rochdale

6. Venture Point, Evans Road, Speke

7. Daresbury Innovation Centre, Keckwick Lane, Daresbury

8. Plot of land, Riverview Road, Ferryview, Bromborough, Wirral

9. Ex Michelin Site, Bancroft Road, Burnley

10. Plot of land, Edge Lane, Liverpool


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The Contractor shall:

1. Supply all labour, plant and materials including supervision necessary to execute the services in accordance with the Agreement and its schedules.

2. Ensure that the Services provided conform in full with the specification of

works.

3. Supply suitably qualified and experienced personnel to carry out the services.

4. Ensure that all applicable Health and Safety Requirements are fully complied

with.

5. Fully comply with the requirements and regulations applicable to the

following:

5.1 COSHH Regulations

5.2 National Insurance Acts including Graduated Pension Schemes and

Redundancy Act.

5.3 Employer's Liability (Compulsory Insurance Act 1/1/72).

5.4 Third Party and Employer's Liability Insurances.

5.5 Sections 29 to 31 and schedule 5 of the 1971 Finance Act. The provisions of this section and schedule are set out in the Board of Inland Revenue Pamphlets IR.14 and IR.15. The Contractor will be required to satisfy the North West Development Agency prior to signing the Agreement that it is either a limited company or has a Certificate of Exemption from the Inland Revenue.

5.6 Counter Inflation Act 1973 and any subsequent amendments.

5.7 The Conditions of the Control of Pollution Act 1974.

5.8 The Unfair Contract Terms Act 1977.

5.9 Health and Safety at Work Act 1974 and any subsequent

amendments.

5.10 TUPE Regulations, Transfer of Employment Rights.

5.11 The EC Working Time Directive Phase 1 and 2.

5.12 The National Minimum Wage 01.04.99.


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6. Take all reasonable precautions to prevent any damage to any properties or goods on the site. The costs of any damages caused deliberately or accidentally will be recovered in full by the Employer from the Contractor.

7. Provide a schedule of regular review meetings between the Contractor and the Employer and this schedule shall be agreed upon prior to the commencement of the Contract.

7.1 Initially the reviews will take place monthly for the first 3 months and quarterly thereafter provided that the service provided is satisfactory.

7.2 The performance review meetings will also cover potential areas or opportunities to improve the ongoing landscaping arrangements.

The Contractor shall not:

8. Use the Site(s) or the Estate for any purpose other than that of carrying out the services under this agreement.

9. Unlawfully discriminate within the meaning and scope of the Race Relations Act 1985 or the amendments thereof or any statutory modifications or re-enactment thereof relating to discrimination in employment.

10. Offer to give or agree to give any persons any gifts or considerations of any kind as an inducement or reward for doing or forbearing to do or for having done or forborne to do any act in relation to obtaining or execution of this or any other agreement for the Employer or for showing favour or disfavour to any persons in relation to this or any other contract for the Employer or;

11. Enter into this or any other agreement with the Employer in connection with which commission has been paid or agreed to be paid by it or on its behalf or with its knowledge unless before the Agreement is made particulars of any such commissions and terms and conditions of any agreement for payment thereof have been disclosed in writing to the Employer.

PRELIMINARIES

1. SCOPE OF THE WORKS

The Contract comprises the maintenance of the estate landscape and roads. The estate has previously been maintained under a contract maintenance scheme and the tenderer shall fully acquaint him / herself with the full extent and nature of the landscape to be maintained.

2. STANDARDS AND QUALITY OF WORKMANSHIP

All work shall be carried out in a thoroughly efficient and workmanlike manner and to the satisfaction of the supervising officer. If this proves to be at variance with the specification, a variation order shall be made.

The Contractor shall provide all necessary labour, tools, materials, machinery, fuel and transport for the maintenance operations described in the contract documents. The Contractor’s Tender is deemed to include for all of the above, including hand


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working where space for machinery is restricted. The whole of the Contractor’s tools and machines shall be in good order and condition, properly set and suitable for the operations to be performed. Materials shall be of the standard and quality specified and shall comply with relevant British Standard and Codes of Practice.

The Contractor shall supply all supervisory and other grades of labour necessary to execute the works in a professional and efficient manner. Any contract personnel considered by the supervising officer to be unsuitable for the works in which he/she is employed shall be removed from the contract and replaced by suitable labour.

Supervisory staff shall be suitable qualified persons with sound knowledge of horticultural and landscape maintenance practices.

3. SITE PROTECTION

The Contractor shall not use the site for any purpose other than that of carrying out the work and shall take all reasonable precautions during the progress of the work to prevent any damage to any part of the estate landscape, including trees, shrubs, grassed areas, paved surfaces, wall, fences and fixed artefacts on the site or on adjoining property. Any damage that does occur shall be made good to the satisfaction of the supervising officer at the Contractor’s own expense.

4. NUISANCE

The Contractor shall carry out the works in an efficient manner so as to cause the least inconvenience and nuisance to occupiers and site users.

5. STATUTORY OBLIGATIONS

The Contractor shall be deemed to have acquainted him/herself with all conditions likely to affect the execution of the work, including safety and other regulations in force on the site and any requirements of Local Authorities and Public Utilities. No claim for additional payment shall be allowed on the grounds of any misunderstanding of misinterpretation due to lack of knowledge of the conditions, regulations or requirements.

6. WASTE

All waste, stones, cuttings, thinnings, mowings and all materials arising from the works shall be removed from site at the end of each working day to a tip recognised under current legislation, leaving the site unobstructed, clean, tidy and generally fit for use.

The Contractor shall provide a copy of a certificate that he/she has maintained, in force, as a current waste disposal certificate.

7. SITE MEETINGS, INSPECTIONS AND PROGRAMME


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Prior to commencement of work the Contractor shall attend a pre-contract meeting at a date to be arranged.

Prior to start of, and at four week intervals throughout the contract, the Contractor shall fully adhere to the detailed programme, taking due regard to frequency of operations, season and weather conditions. Frequency of operations shall not exceed specification unless so ordered in writing by the supervising officer. All maintenance operations shall be carried out with due regard to the best possible conditions of weather for the individual items.

The supervising officer will inspect the works, in the presence of the Contractor, or at intervals of four weeks. The supervising officer will approve or reject the works carried out in the preceding four week period and agree, in accordance with contract specification, the works to be carried out in the following four weeks.

8. DAMAGE TO THE WORKS

The Contractor shall immediately bring to the notice of the supervising officer all instances of vandalism and accidental or deliberate damage to the works and agree the extent and cause of the same and the method of reinstatement. Any reinstatement work resulting from vandalism/damage beyond the control of the Contractor shall be carried out at the Employer’s expense.

9. USE OF CHEMICALS INCLUDING HERBICIDES

Any chemical brought onto site must be kept in safe conditions and under lock and key when not in use. Empty containers must be removed from site and disposed of in accordance with current legislation.

The Contractor shall give the supervising officer seven working days notice of his/her intention to use chemicals on site.

Any herbicides used on site must be approved in writing, prior to their use, by the supervising officer. Any herbicide operator must carry out all the recommended procedures for storage and application of herbicides, strictly in accordance with the manufacturer’s instructions. The Control of Pesticide Regulations 1986 must be complied with at all times and the Contractor shall also comply with the Code of Practice for the Use of Approved Pesticides in Amenity Areas (National Turf grass Council 1987).

All operatives applying herbicides must hold a relevant certificate of competence in the use of herbicides in accordance with the Control of Pesticide Regulations 1986. Copies of relevant certificates shall be made available to the supervising officer prior to herbicide application.

Damage, deterioration or death of desired landscape species attributable to incorrect application and or overspray of herbicides or incorrect use of fertilisers shall be rectified by the Contractor at his/her own expense and to the satisfaction of the supervising officer.


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10. ITEMS OF MAINTENANCE NOT REQUIRED

The supervising officer shall give the Contractor reasonable notice, in writing, of any item of maintenance deemed to be unnecessary and suspended for any period of time during the course of the Contract.

MAINTENANCE OF ESTATE LANDSCAPING

1. SPECIFICATION OF WORKS - SOFT LANDSCAPE MAINTENANCE

MAINTENANCE OF GRASS AREAS

Mowing

The Contractor shall supply and operate grass cutting equipment which will be entirely appropriate to the grass cutting operation required, taking due regard to grass type, mowing specification, ground contour and condition. The Contractor should note the presence of grass banks on this site and shall ensure that appropriate mowing machinery is used on all areas at all times.

All grass areas shall be mown at the frequency and to the height limits specified for each category as shown below. Timing of cuts shall be planned to provide maximum effect throughout the growing season, taking into account weather conditions and grass growth rates.

Grass shall be cut to the following specification:

Category Type Height Frequency

(max)

Remove

Cuttings

Grass Height Not to exceed

A Amenity Grass 40mm 18 cuts p.a.

(unless otherwise

stated)

Yes 70mm

C Low Maintenance/ Meadow/rough grass

125mm

2 cuts p.a. (unless

otherwise stated)

Yes N/A

Grass cuttings in category A areas shall be removed at the time of cutting.

Grass cuttings in category C areas shall be left lying in-situ for 48-72 hours prior to removal to allow seeds and fauna to return to the sward.


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For category A grass areas, the initial grass cutting operation of the growing season will normally be required on or around 1st April and the last cut at the end of October/beginning of November, unless otherwise instructed, in writing, by the supervising officer.

Category C grass shall be normally cut in July and October or as directed by the supervising officer.

All litter, rubbish and stones having one dimension greater than 50mm are to be collected and removed from site prior to each cut.

Mowing shall be carried out at right angles or diagonal to the previous cut.

Mowing shall take place to the full area of grass up to the planting, paving, fencing, walls or other boundaries to grass areas.

In drought conditions the supervising officer may instruct the Contractor to raise the cutting height to 60mm or to postpone cutting operations until further notice, mowing shall only continue so long as grass growth continues to reach maximum allowable height.

In conditions or exceptional rainfall all grass cutting operations shall cease until conditions allow continuation of cutting without damage to the surface, levels, contours or soil structure of grass areas and without creating divots from the roller or cutters.

Herbicides

Broad leaved weeds within grass areas shall, on the written instruction of the supervising officer, be spot treated with leaf applied 2, 4-D, mecoprop or equivalent translocated herbicide.

Grass Edges

Where grass edges adjoin shrub planting, hard standing areas etc, the grass edges shall be cut back with shears or similar edging tool, or strimmer to prevent grass overhanging the shrub bed. All arisings strewn over paved areas etc to be brushed up and removed from site. This operation to be carried out four times during the growing season (or as instructed in writing by the supervising officer)

2. MAINTENANCE OF SHRUB/HERBACEOUS AREAS

Pruning

Pruning and removal of branches and stems shall be carried out using appropriate, sharp, clean implements to give a clean sloping cut with one flat face. Ragged edges of bark or wood shall be trimmed with a sharp knife.

Pruning shall be carried out in accordance with good horticultural practice and, in the case of larger branches and woody stems, arboricultural practice. Pruning cuts shall be made above and sloping away from an outward facing healthy bud. Larger branch cuts shall be neither flush cut, nor leave a stud, but shall be pruned using the ‘target’ pruning method, using the branch bark ridge or branch collar as a pruning guide.

At the end of the growing season all shrubs shall be checked and all dead wood, broken or damaged branches and stems shall be cut out and removed. One years full growth must be pruned back during this operation.


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Shrubs adjacent to paths, hard standings, buildings and roads shall be cut back once per annum, or as instructed by the Supervising Officer, to avoid excessive overhang and promote bushy growth.

On the instruction of the supervising officer, shrubs which are growing to excessive height shall be cut back once per annum.

Pruning of ornamental shrubs shall be carried out to encourage healthy and bushy growth and desirable ornamental features (flowers, fruit, autumn colour, stem colour, etc). Except where encouragement of ornamental features dictates an alternative timetable (e.g. Cornus species with ornamental winter stems), timing of pruning shall be as follows:-

* Shrubs flowering in winter shall be pruned in spring.

* Shrubs flowering between March and July shall be pruned immediately after the flowering period.

*Shrubs flowering between July and October shall be cut back to old wood in January/February.

Clearance of Herbaceous Dieback

The Contractor shall remove all dead herbaceous growth at the end of the growing season.

Weed/Control

At the commencement of the contract, the contractor shall bring all shrub borders up to standard as identified below within period April 2009

All shrub beds shall be kept weed free throughout the year by use of chemical herbicides based on dichlobenil, glyphosate or approved equivalent and by hand as required.

Trees within shrub areas shall be weeded in accordance with the above and priced as part of shrubbed area weed control in the summary of quantities and rates.

Trees in grassed areas; the Contractor shall maintain throughout the year a weed and grass pre-circle of 500mm radius around each tree by use of chemical herbicides based on dichlobenil, glyphosate or approved equivalent. This item shall be priced for in the summary of quantities and rates.

Thinning

On the written instruction of the supervising officer, the Contractor shall thin shrubs/herbaceous plants in overcrowded conditions, aiming to remove poor, overcrowded or weak specimens and retain good quality plant material at a density to be advised by the supervising officer.

3. MAINTENANCE OF HEDGES

The Contractor shall trim hedges two times per annum, late August/September and February or as instructed by the supervising officer.


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Both sides and top shall be trimmed to maintain hedge in a neat and tidy condition at the current height and width. The hedge shall not be trimmed during the bird nesting season.

4. MAINTENANCE OF TREES

(Tree works only to be carried out on the written instruction of the supervising officer)

Pruning

Pruning and removal of branches and stems shall be carried out using appropriate, sharp, clean implements to give a clean sloping cut with one flat face. Rugged edges of bark or wood shall be trimmed with a sharp knife.

Pruning and removal of branches and stems shall be carried out in accordance with good arboricultural practice. Pruning cuts shall be made above and sloping away from an outward facing healthy bud. Larger branch cuts shall be neither flush cut nor leave a stub, but shall be pruned using the ‘target’ pruning method, using the branch bark ridge or branch collar as a pruning guide.

At the end of the growing season, all trees shall be checked and all dead wood, broken or damaged branches and stems shall be cut out and removed.

Weed Control

Trees within shrub areas shall be weeded as before described.

Where trees are growing in grass areas, the Contractor shall cut a 500mm diameter weed and grass free bed around each tree.

Weed free beds around trees shall be mulched and kept weed free.

Stakes and ties

All tree stakes and ties shall be inspected in spring and autumn.

At each inspection, all ties shall be checked and, where appropriate, adjusted to allow for increase in stem girth while holding the stem firmly but not tightly. Damaged ties shall be replaced. Remaining stakes shall be checked to ensure that they are firm, unbroken and that the trees are not rubbing against them. Any damaged stakes shall be re-firmed and ties and length of stakes adjusted as appropriate to prevent rubbing.

5. MAINTENANCE OF PAVED AREAS

Weed Control

Paved, stoned and other areas of hard surfaces shall be maintained in a weed free condition by applications of chemical herbicides based on diuron and glyphosate or approved equivalents. Applications shall be made once or twice per annum, per the schedule of rates, timed to maintain effective weed control throughout the year, or as instructed by the supervising officer. To reduce unnecessary use of herbicides, area of application need be no more than that required for effective weed control. No herbicides may be used in or near water and Duiron shall not be used along or


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around drains or gullies or, at non selective rates, near desirable plants where chemicals may be washed into contact with roots.

6. GENERAL MAINTENANCE

Removal of Litter, Rubbish and Leaves

At the specified interval throughout the year, or more frequently as instructed by the supervising officer, the Contractor shall remove from all areas of the estates including roads, all litter, debris and other extraneous materials, the Contractor shall allow for peak periods of rubbish/litter removal, such as Autumn leaf fall and ensure adequate material and labour is available to keep the site clear of litter/leaves at each operation.

7. ADDITIONAL SITE REQUIREMENTS

1. All debris and litter to be removed from watercourses, ditches, etc within the site boundary frequency as per litter picks.

2. Strim embankments to all watercourses, ditches, etc within site boundary and remove arisings from site

3. Strim back grass to all fence lines, posts etc adjacent to site grassed areas, frequency in line with grass cutting operation.

4. The contractor shall allow to strim around all trees within category A&C areas together with bund areas, avoiding damaging the stems.

5. Pond maintenance as per attached recommendations (see below)

POND MAINTENANCE SCHEDULE AT RENNAISANCE HOUSE, WARRINGTON

1. INTRODUCTION

There is no fish, animal, invertebrate or plant life in the pond as it is an ornamental reflective pond, however the pond does have annual visits from ducks. For this reason we will be proposing an organic treatment which will have no detrimental effect on the visiting ducks.

2. MAINTENANCE ACTION RECOMMENDED

The following section provides a proposed methodology for the treatment of the algae build-up. During the site visit on the 26th January 2006 a water pH test was undertaken. Results of the test revealed a pH of 6.6, this is not excessively high.

In light of the pH test, we feel that mechanical aeration, in the form of a pump, fountain or water bubbler, or other Biochemical Oxygen Release Systems to increase dissolved oxygen levels in the water would be unnecessary and expensive at this stage. Due to the design, purpose and situation of the reflective pond, and after discussing the clients’ requirements, constraints and preferences we propose the following treatment for the first year of management.


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If the algae build-up is not significantly reduced after a period of one year, following the maintenance programme below, then the situation will be reviewed. If algae is still present then an outlay of capital in the form of a mechanical aeration system to agitate the surface water may be necessary in addition to the following maintenance programme.

METHOD STATEMENT FOR THE APPLICATION OF ORGANICA POND CLARIFIER

Health and Safety

Wear Eye protection during handling and application.

Avoid contact with skin, wear gloves during handling and application and avoid contact with other exposed skin areas.

Directions for Use

First Application- March/April 2009:

Spread 3kg of Organica (15oz per 1000 gal.), EVENLY across pool surface as an initial shock treatment.

Apply when temperature is above 10 degrees Celsius.

Avoid dumping product in concentrated areas.

Subsequent Applications:

Spread 1kg of Organica (5oz per 1000 gal.), as described above. Should begin 2 weeks after initial application and continue at 2 week intervals throughout the season.

Note: If initial application begins when green/dirty water is already present, use 3kg (shock dose) at 2 week intervals until you see an improvement in water clarity. Then apply every 2 weeks subsequent application rate.

General Pond Maintenance

First Season:

Clear leaves from the pond using a long handled rake on a monthly basis from between April and October, or until leaves have fallen (End of Autumn).

Subsequent Seasons:


3. REVIEW

Site Monitoring

During the course of the works the Contractor shall inspect the pond in order to identify any new incidences of algae growth and monitor the effectiveness of the applications.


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Monitoring should include a record of the treatment methods, operatives, location and extent, in order that accurate records of the success of treatments can be assessed.

ESTUARY COMMERCE PARK

WATER AREAS and ASSOCIATED FEATURES

Lake Concept and Design

There are three lakes each being designed to provide an attractive setting for the development of the Estuary Commerce Park and a wildlife habitat feature. The lake covers approximately 4,835m2. Lakes are numbered 1, 2 and 3 from north to south located along Estuary Boulevard.

Construction

Construction generally has used layers of clay 1200mm deep with a layer of topsoil over, helping to prevent drying out around the edges.

Lake Depths

The lake depths vary but the deepest section is over 2m in the centre of the main basin. The lake depths are designed to provide a suitable habitat for maintaining water quality and temperature, thereby reducing the possibility of algae blooms developing in warm weather.

Water Circulation

Water Top-up and Overflow Systems

The lakes were filled with potable water during the winter of 1999. An automatic 'top up' facility is located adjacent to lake 2. This mechanism is designed to top up lakes 1 and 3 also by using the mains supply, if levels fall below 100mm of the final level of 25.30. An overflow system is also incorporated in the west shore to prevent breaching the clay line level, and to prevent unsightly staining of the cladding of the headwalls. The contractor shall be responsible for regular inspections on a fortnightly basis to maintenance the water pump, and to ensure that the water pump/water pipelines remains free of obstructions. Defects and/or irregular functioning of the water pump or other water feature elements to be reported immediately to the client’s representative for repair.

Edge Conditions

The lake edges can be divided into three areas

(i) hard edge

(ii) marginal planting areas

(iii) grass edges

Aquatic Planting

The management of all aquatic planting is covered in section 4.


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Water Management Principles

Cleansing

The lakes should be inspected and picked clean of litter on a regular basis. The frequency of the cleansing will increase as areas surrounding the lakes develop.

The inspection and litter pick should take place at least weekly. This cleansing should also remove any floating debris or litter from the surface of the lakes and their associated vegetation, together with any submerged litter visible within a 2m margin of the lake edges. Litter/rubbish disposed in the lakes beyond 2m should be reported to the CA for recommended action.

Once the site is fully developed the frequency of inspection and clearance will increase.

In addition all inlets and outlets in the lakes should be inspected fortnightly and any debris or silt removed in order to ensure flow through the system. Plus checking water pump filter, as appropriate.

De-silting

It should be recognized that all water features are temporary features in the landscape and that colonization by plants is a step in the path of succession to dry land. In order to keep the water body's succession arrested at the desired stage, it will be necessary to desilt from time to time, particularly in the shallower edges. (To be agreed by client and/or CA, and priced separately).

Maximum silt depth should not exceed the range 300-600mm and programmed removal of silt from the lakes should be considered after 15-20 years with the shallower edges re-profiled to design levels every 5-8 years.

De-silting operations must not disturb the profile of the clay base under any circumstances. It is recommended that a silt layer 150mm deep remains following de-silting works. This work is best done when water levels have been reduced. De-silting should take place in autumn so as to cause minimum damage to wildlife.

De-silting is mainly required on water bodies that have a natural inflow and outflow. This lake is unlikely to require De-silting to a great extent and might be avoided if plant maintenance is efficient. De-silting will, therefore, not be required during the period of this contract.

Pest Control

Some animals and bird species can be considered pests because of the extensive damage they cause to ornamental water features. Small numbers of these creatures would be considered acceptable, for example ducks or swans. However, flocks of ducks or geese can cause extensive damage by eroding grass banks, polluting water and shore and causing imbalance to the ecological systems of the lakes and their surroundings, and should be discouraged. Seek guidance from the CA on acceptable techniques.

Lake Water Quality


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The contractor is to obtain water quality tests annually from a local laboratory able to advise on the lakes’ water quality as defined in this specification and shall request the laboratory to comment on any health risk associated with the lakes.

Water Tests – Indicator Micro-organisms

The quality of water can be assessed using a variety of parameters, these could be either chemical or biological. The choice of tests depend on the condition of the water body and source of the water and the public use and exposure to it (i.e. drinking, swimming, agriculture, etc.). The microbiological quality of water is by and large assessed by testing for indicator microorganisms.

These indicator microorganisms for the assessment for health risks associated with water are generally of faecal origin. The sources of these microbial indicators are faecal excretions from warm blooded animals, birds and humans. They are often used to detect the presence of sewage contamination in water. Gulls in particular can be a source of faecal contamination. The microorganisms most frequently used as pollution indicators are the Escheriehia coli (faecal coliforms) and other coliforms (total coliforms) and faecal streptococci. The concentration of microbial indicators can reach concentrations of 10 per gramme faeces and up to 10 per 100ml of sewage and sewage effluent. It is not practicable to measure concentrations of pathogenic microorganisms directly. This is due to the very high sampling and analytical costs and the unreliability of some of the analytical methods.

E C Guidelines

Government and EC directives regarding the quality of recreational waters have been discussed since 1975. These have classified the kind of human activity affecting exposure to the water. These are:-

- Whole body contact

- Incidental contact

- Non contact

To date the EC has published a microbiological directive for bathing (i.e. Whole body contact). The parameters are:-

Parameters Guide Mandatory

Total coliforms per 100ml

500 10,000

Faecal coliforms per 100ml

100 2,000

Faecal streptococci

100 -


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The directive recommends fortnightly sampling for bathing water. There is no EC directive appropriate for ornamental water bodies.

General Health

The general ecological health of the lakes can be assessed by measuring physical factors such as turbidity, colours and odours as well as the general population of organisms in the water (in particular species identification and diversity).

Water Testing Procedure and Results

Analysis of the water quality is to be obtained for the following:

(i) Total coliforms

(ii) Faecal coliforms

(iii) Faecal streptococci

(iv) Microscopic inspection for algal species

Testing for the indicator microorganisms is to be the membrane filtration method as recommenced by the HMSO publication for "The Bacteriological Examination of Drinking Water Supplies 1982."

Future Water Testing

The EC guidelines recommended fortnightly sampling for bathing water. However, since the lake is not intended to be used for bathing, it is not necessary to carry out such a strict surveillance. Annual sampling referred to earlier is the requirement, unless the contractor is instructed otherwise, and, if so, he would be reimbursed accordingly.

Concern has been raised relating to the risk from Legionella infection. Case of Legionella infections resulting from outdoor exposure are very rare. The vast majority of cases reported are associated with contaminated water aerosolized within a confined environment. Legionella tests are lengthy, very expensive and the results will be very difficult to interpret or act upon. These tests are therefore not required unless specifically requested by the C.A.

Water Management Principles

Observation of the condition of lake water, plant and aquatic life is the most reliable method of monitoring water quality. The contractor shall record water quality in this way throughout the year.


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If the following conditions are observed on an excessive scale then water testing should be undertaken in addition to the annual test.

(i) Areas of dead plants or mass death of planting

(ii) Excessive blooms of algae

(iii) Excessive bird (geese) infestation over a period of time

(iv) Changes in or colonization of the lake by a single invasive plant species such

as Himalayan Balsam or Japanese knotweed.

The results of the tests and the recommendations should be actioned as a matter of urgency.

Water Management Operations

The following operations should be undertaken on an average of once a week during the summer months or as and when appropriate to do so. With deciduous trees in the adjacent landscape areas, the removal of leaves from the lake has been added to this list in order to keep nutrient levels down and reduce siltation.

(i) Algae removal (currently being treated with the installation of barley bale).

(ii) Litter removal

(iii) Leaf removal(iv) Removal of oxygenating and /or marginal plants to maintain

60% of open surface water or swim (surface and below wherever practicable) - free of aquatic vegetation for public safety as well as maintaining biodiversity throughout the lakes.

AQUATIC PLANTING AND ASSOCIATED AREAS

Range of Species

The following species have been planted in and around the lake. In terms of management they can be divided as follows:-

Floating Plants

Nymphaea 'Chromatella'

Nymphaea 'Colonel

Welch'Nymphaea 'Tuberosa Richardsoni'

Nymphaea 'Gladstoniana'

Nymphaea alba *

Elodea crispa

Aponogeton distachyos


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Marginal Plants

Iris laevigata Spp

Myosotis palustric 'Mermaid'

Menyanthes trifoliate *

Caltha palustris

Cyperus longus

Zantesdeschia aethiopoca

Sagittara latifolia *

Iris pseudacorus *

Ranunculus lingua *

Pontederia cordata

Veronica beccabunga *

* native species

Aquatic Planting Management Principles

The aquatic planting areas are to be managed in order to create a lake which:-

Looks attractive but where native species predominate Does not have a single plant species out competing all others Has minimal release of nutrients into the water Has optimal species diversity Restrict aggressive and/or invasive species by division or by

chemical application. The latter method to be agreed with CA.

Aquatic Planting Management Operations

Floating plants

These should be carefully monitored to ensure that the surface of the lakes do not become covered, as this can lead to a lack of light entering the water and the onset of anaerobic conditions. A minimum of at least 60% of any lake area should be open water. Removal of plants should select non-native varieties.

Control should be carried out by the removal of plant material by hand, in autumn, after the leaves have turned yellow. Annual removal of plant material will also prevent the release of nutrients into the water.

As these plants were planted in baskets, after approximately 5-8 years the growth of the water lilies may be restricted and the size of the leaves and flowers may diminish. The baskets should therefore be removed from the lakes and the rootstock split to


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rejuvenate specimens. The baskets should then be replanted. If necessary the extra rootstock could be used to replace any of the same species which have died. The Contractor should expect to undertake this operation during the period of this contract, as directed by the CA.

MARGINAL PLANTS

In autumn most of these plants will require cutting back to remove dying and dead plant material and to reduce the possibility of the release of nutrients into the water. However, Cyperus longus is an evergreen species which could be left to grow throughout the winter with unsightly plant material being removed as necessary.

Invasion of non-native wetland plants (i.e. Giant Hogweed, Japanese Knotweed, Himalyan Balsam and Monkey Flower) will be removed by physical or, by chemical means, as directed by the CA and/or as guided by Environment Agency best practice for the eradicated/control of such species.. Native wetland species that arrive naturally at the lakes should be encouraged to establish themselves.

Once the plants have become established control of the more vigorous species may be necessary. The plants should be reduced by physical means or alternatively, by an approved chemical. The latter method being more suited for deep marginal and oxygenating plants. Where species become over mature, splitting can also be used to replace dead specimens of the same species. Again native species, both planted and naturally colonized species, should be favoured and non-native species should be selected for removal, so that gradually the lakes became natural water features.

Areas Associated with Aquatic Planting

Grassland

Grass cutting should be undertaken according to the same regime as the surrounding grass areas. Where the grass meets the edge the grass overlies the lakes’ membranes, which have been feathered into the surrounding slope. Here grass cutting should be undertaken less frequently, to allow a strip of longer grass to occur around the lake edges.

POND MAINTENANCE SCHEDULE FOR POND AT DARESBURY INNOVATION CENTRE, WARRINGTON.

INTRODUCTION

The pond takes surface run-off from the surrounding roads and car parks and grey water from the building. The pond is intended to slow down the run-off time of these surface waters before dispersing into the canal close by.

The pond does have annual visits from ducks. For this reason we will be proposing an organic treatment which will have no detrimental effect on the visiting ducks.

MAINTENANCE ACTION RECOMMENDED

The following section provides a proposed methodology for the treatment of the algae build-up. During the site visit on the 26th January 2006 a water pH test was undertaken. Results of the test revealed a pH of 6.3; this is not excessively high.


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In light of the pH test, we feel that Mechanical aeration, in the form of a pump, fountain or water bubbler, or other Biochemical Oxygen Release Systems to increase dissolved oxygen levels in the water would be unnecessary and expensive at this stage. Due to the design, purpose and situation of the pond and after discussing the clients’ requirements, constraints and preferences we propose the following treatment for the first year of management.

If the algae build-up is not significantly reduced after a period of one year, following the maintenance programme below, then the situation will be reviewed. If algae is still present then an outlay of capital in the form of a mechanical aeration system to agitate the surface water may be necessary in addition to the following maintenance programme.

METHOD STATEMENT FOR THE APPLICATION OF ORGANICA POND CLARIFIER

HEALTH AND SAFETY

Wear eye protection during handling and application.

Avoid contact with skin, wear gloves during handling and application and avoid contact with other exposed skin areas.

Directions for Use

First Application- March/April 2009:

Spread 10kg of Organica (15oz per 1000 gal.), EVENLY across pool surface as an initial shock treatment.

Apply when temperature is above 10 degrees Celsius.

Avoid dumping product in concentrated areas.

Subsequent Applications:

Spread 3.3kg of Organica (5oz per 1000 gal.), as described above. Should begin 2 weeks after initial application and continue at 2 week intervals throughout the season.

Note: If initial application begins when green/dirty water is already present, use 6.8lbs (shock dose) at 2 week intervals until you see an improvement in water clarity. Then apply every 2 weeks subsequent application rate.

Note: The above quantities are based on the pond being about 1m deep, depending on depth of pond at application time, quantities will vary. Based on 15oz & 5oz per 1000 gal. respectively as described above.

General Pond Maintenance


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First Season:


Subsequent Seasons:


OPTIONAL PLANTING OF FLOATING PLANT SPECIES

PLANTING AND CONTROL OF SPREADING AQUATIC SPECIES

Planting

Planting of floating plants will help reduce light levels and compete for nutrients. By planting only floating species then maintenance costs are kept to a minimum. These plants will in turn act as ‘sponges’ to the heavy metals and pollutants flowing into the attenuation pond from the surrounding road and car park surfaces, thus reducing pol-lution levels entering the nearby canal.

Below is a list of possible floating plant species, but it would be recommended to plant only 1 or 2 of these species to reduce maintenance and competition.

Nuphar lutea- Yellow Water-lily

Nymphea alba- White Water-lily

Stratiotes aloides- Water-soldier

Potamogen natans- Broad-leaved Pondweed

Ranunculus omiophyllus- Round-leaved Crowfoot

Control

Retain at least 50% of the pond as open water by selectively clearing the floating and underwater parts of the more rapidly spreading aquatic species in April using a long handled rake.

REVIEW

Site Monitoring

During the course of the works the Contractor shall inspect the pond in order to identify any new incidences of algae growth and monitor the effectiveness of the applications.

Monitoring should include a record of the treatment methods, operatives, location and extent, in order that accurate records of the success of treatments can be assessed.


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ROAD SWEEPING AND GULLY CLEANING

PRELIMINARIES

SCOPE OF THE WORKS

The contract comprises the mechanical sweeping of estate roads and paths, together with mechanically sucking and flushing road gullies on the sites defined in the Schedule of Prices.

STANDARDS AND QUALITY OF WORKMANSHIP

All work shall be carried out in a thoroughly efficient and workmanlike manner and to the satisfaction of the supervising officer. If this proves to be at variance with the specification, a variation order shall be made. Standards of workmanship shall comply, at all times, with good working practice and relevant British Standards and Codes of Practice.

The Contractor shall provide all necessary labour, tools, materials, machinery, fuel and transport for the operations described in the contract documents. The Contractor's Tender is deemed to include for all of the above, including hardworking where space for machinery is restricted. The whole of the Contractor's tools and machines shall be in good order and condition, properly set and suitable for the operations to be performed. Materials shall be of the standard and quality specified and shall comply with relevant British Standards and Codes of Practice.

The Contractor shall supply all supervisory and other grades of labour necessary to execute the works in a professional and efficient manner. Any contract personnel considered by the supervising officer to be unsuitable for the works in which he/she is employed shall be removed from the contract and replaced by suitable labour.

Supervisory staff shall be suitably qualified persons with sound knowledge of the works to be undertaken.

NOTICE OF OPERATIONS

The Contractor shall give the supervising officer seven working days notice of his/her intention to undertake any operation specified in the contract documents.

SITE PROTECTION

The Contractor shall not use the site for any purpose other than that of carrying out the work and shall take all reasonable precautions during the progress of the work to prevent any damage to any part of the site or adjoining property. Any damage that does occur shall be made good to the satisfaction of the supervising officer at the Contractor's own expense.

NUISANCE

The Contractor shall carry out the works in an efficient manner so as to cause the least inconvenience and nuisance to occupiers and site users.

STATUTORY OBLIGATIONS

The Contractor shall be deemed to have acquainted him/herself with all conditions likely to affect the execution of the work, including safety and other regulations in force on the site and any requirements of Local Authorities and Public Utilities. No claim for additional payment shall be allowed on the grounds of any misunderstanding or misinterpretation due to lack of knowledge of the conditions, regulations or requirements.

WASTE MANAGEMENT

Any waste or materials arising from the works shall be removed from site at the end of each working day to a tip recognised under current legislation, leaving the site unobstructed, clean, tidy and generally fit for use.


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SITE MEETINGS, INSPECTIONS AND PROGRAMME

Prior to commencement of work the Contractor shall attend a pre-contract meeting at a date to be arranged.

Prior to the start of, and at three monthly intervals throughout, the contract, the Contractor shall provide a detailed programme showing the dates on which he/ she intends to carry out the maintenance operations, taking due regard to frequency of operation, season and weather conditions. The programme shall be agreed with the supervising officer and revised, as necessary, at the quarterly meetings (see 2.8.3 below). Frequency of operations shall not exceed specification unless so ordered in writing by the supervising officer.

The supervising officer will inspect the works, in the presence of the Contractor, at intervals of three months. The supervising officer will approve or reject the works carried out in the preceding three months period and agree, in accordance with the contract specification, the works to be carried out in the following three months.

DAMAGE TO THE WORKS

The Contractor shall immediately bring to the notice of the supervising officer all instances of vandalism and accidental or deliberate damage to the works and agree the extent and cause of the same and method of reinstatement, before carrying out the maintenance operation.

ITEMS/AREAS OF MAINTENANCE NOT REQUIRED

The Employer reserves the right to remove or suspend items or areas of maintenance deemed to be unnecessary the course of the contract, without incurring penalty, subject to provision of a reasonable period of notice, given in writing.

ROAD SWEEPING AND GULLY CLEANING

SPECIFICATION OF WORKS

ROAD SWEEPING

The Contractor shall mechanically sweep all estate roads and paths as shown on the drawings at three monthly intervals, or as instructed by the supervising officer. Roads shall be swept to leave them in a clean state, free of grit and other deleterious material.

During periods of Autumn leaf fall or other items of excessive build up of extraneous debris, the Contractor shall allow for hand working to ensure roads and paths are kept clear of leaves and other debris.

The Contractor shall price this item per three monthly operation for each site as indicated in the Schedule of Sites. The Contractor shall provide a price for carrying out operations outside normal working hours. All prices shall include for costs relating to items in the Conditions of Contract and Preliminaries.

GULLY CLEANING


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The Contractor shall mechanically suck out and flush road gullies as shown on the drawings at six monthly intervals, or as instructed by the supervising officer. Gullies shall be left clear of obstruction and free flowing and shall be replenished with water on completion.

During periods of autumn leaf fall or other times of excessive build up of extraneous debris, the Contractor shall allow for hand working to ensure that gullies are kept clear of leaves and other debris

The Contractor shall price this item per six monthly operation for each site as indicated in the Schedule of Sites. The Contractor shall provide a price for carrying out operations outside normal working hours. All prices shall include for costs relating to items in the Condition of Contract and Preliminaries.

1.3 Objectives of the requirement

As detailed above.

1.4 Outline Timetable for the procurement:

Return of Pre-Qualification Questionnaire 30th July 2008Anticipated Invitation to Tender issue date 18th August 2008Anticipated Invitation to Tender return date 29th September 20088Interviews / Presentations Estimated – week commencing 6th October

2008Site Visits Estimated – week commencing 20th October

2008 Post Bid Clarifications 27th September 2008Anticipated contract award date November 2008

1.5 Consortia and sub-contracting

Where a consortium or sub-contracting approach is proposed, all information requested should be given in respect of the proposed prime contractor or consortium leader. Relevant information should also be provided in respect of consortium members or sub-contractors who will play a significant role in the delivery of services or products under any ensuing contract. Responses must enable the Agency to assess the overall specialist service proposed.

Where the proposed prime contractor is a special purpose vehicle or holding company, information should be provided of the extent to which it will call upon the resources and expertise of its members.

The Agency recognises that arrangements in relation to consortia and sub-contracting may be subject to future change. Service providers/organisations should therefore respond in the light of such arrangements as are currently envisaged.

Please provide details of the proportion of any contract awarded under this contract that the prospective partner proposes to subcontract.

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


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1.6 Queries about the procurement process

The Agency will not enter into detailed discussion of the requirements at this stage.

All questions must be addressed to [email protected] and be received at least 5 working days before the submission date, otherwise a response cannot be guaranteed.

Replies will be given no later than 16th July 2008.

If the Agency considers any question or request for clarification to be of material significance, both the query and the response will be communicated on the Agency’s website, www.nwda.co.uk/tenders in an anonymous form.

It is the responsibility of Suppliers to check this website for information on a regular basis.

1.7 Supplier / Organisation contact point

Section 4.A requires Suppliers to provide a single point of contact in their organisation for their response to the PQQ. The Agency shall not be responsible for contacting the Supplier through any route other than the nominated contact supplied. The Supplier must therefore undertake to notify any changes relating to the single point of contact promptly to [email protected].


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http://www.nwda.co.uk/tenders

mailto:[email protected]

2. EVALUATION APPROACH

2.1 Procurement Process

The procurement process will follow a structured selection and tender process.

The Pre-Qualification Questionnaire will be given an overall score as shown in the Evaluation Criteria below.

This Stage 1 evaluation will lead to a provisional selection. Only those Suppliers who are short listed following the PQQ evaluation exercise will then be invited to tender.

2.2 Evaluation Criteria

The Agency’s approach to evaluation of tenders is shown below. Each individual tender may require relevant criteria to be based on the technical nature of the goods or services being procured: these will then be detailed in the PQQ or ITT.

The objective of the selection process is to assess the responses to the PQQ and select Suppliers to proceed to the next stage of the procurement on an evidenced based approach.

Selection criteria will be a combination of both financial and non-financial factors and will consider:

a) Supplier Acceptability – status of supplier (in relation to Regulation 23(4) of the Public Contracts Regulations 2006 (SI 2006 No 5)). A summary of Regulation 23(4) is included in Section 4.

b) Economic and Financial Standing – the supplier must be in a sound financial position to participate in this procurement as set out in Regulation 24 of the Public Contracts Regulations 2006 (SI 2006 No 5). This may entail independent financial checks.

c) Supplier Track Record - The supplier must be able to demonstrate a successful track record of providing similar services to those listed in the Official Journal of the European Union (OJEU) notice as set out in Regulation 25 of the Public Contracts Regulations 2006 (SI 2006 No. 5).

d) Supplier capacity and capability – Assessment of the totality of resources and core competences available to the supplier(s) in the delivery of this service.

The high level Evaluation Criteria for the assessment of this PQQ are as follows:

Questions WeightingOrganisation Information FIOrganisational Structure 1Lead Contractor Status 5Legal Obligations 5Quality 5Project Management 5Management Information 2Financial In/OutReferences 5Experience 5Knowledge and Expertise of Personnel 5Cost and Value for Money 5

However, for this PQQ the detailed Evaluation Criteria for assessment are as follows:

Questions WeightingA Organisation Identity FIB (1) Is your organisation a SME? FI


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B (2) Organisational Type? 1B (3) Enclosed organisation structure 1B (4) Are you a subsidiary/holding/parent company?

2

B (5) Executive Directors / Partners 1B (6) Brief History 1C Public Contracts Regulations In/OutD (1) Quality Assurance certification 5D (1a) 5D (2) QA criteria? 5E (1) Project Management Methodologies 5E (2) Risk Management 5E (3) Value Management Experience 2E (4) Approach to Cost & Time certainty delivery

2

E (5) Approach to Project Planning 2E (6) Approach to change management 2F (1) Management Information & Reporting 2G Financial In/OutH Insurance In/OutI (1) References - Private Sector 5I (2) References - Public Sector 5J Disputes In/OutK (1) Professional or Trade bodies 1K (2) Staff turnover 2K (3) Acts - disability, equal opportunities In/OutK (4) Number of locations of premises 2K (5) Number of employees for this work 2L Technical QuestionsL (1) 5L (2) 5L (3) 5L (4) 5L (5) 2L (6) 2L (7) 5L (8) 5L (9) 5L (10) 2L (11) 2L (12) 5L (13) 5L (14) 2L (15) 5M Prime Contractor 5N Conflict of Interest In/OutO Terms and Conditions In/OutP Comments 5Overall compliance and submission of PQQ submission

5

*Note: References will be evaluated based on the calibre (organisations and relevance) not the actual reference as these will be sought at Stage 2.


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Weighting

The following weightings definition applies:

5 – Is perceived as an essential requirement2 – Is perceived as a preferred/minimum requirement1 – Is perceived as a desirable requirementFI – Is perceived as for information only (i.e. no impact)In/Out Questions are perceived as mission-critical requirements and thus will not attract a score or weighting, but will determine whether a Supplier remains in the process.

Scoring

The following scoring definition applies:

2 - Response exceeds requirement, appearing to offer improved value for money1 - Response appears to meet requirements0 - Response does not appear to meet requirements.

Invitation to Tender Stage

It is anticipated that between 5-15 Suppliers will be invited to tender. Suppliers will be informed in writing of the Agency’s decision concerning their submission.


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3. INSTRUCTIONS FOR RETURN OF THE COMPLETED PQQ DOCUMENTATION

3.1 Instructions for Completion

1) Responses should be returned by no later than the date and time stated on the front of this PQQ.

2) PQQ’s must be submitted in paper format in one original and one copy. The complete PQQ must also be supplied in electronic format (CD-Rom, DVD, please do not send memory sticks). The electronic format must contain exactly the same proposal as the paper version enclosed. PQQ’s must not be submitted via e-mail or fax unless specifically requested.

3) If the Agency considers any question or request for clarification to be of material significance, both the query and the response will be posted on the Agency's website at www.nwda.co.uk/tenders in an anonymous form. It is the responsibility of Suppliers to check this website periodically before the submission date to check for any updates and to incorporate these updates into its submission. All questions must be addressed to [email protected] and be received at least 5 working days before the submission date, otherwise a response cannot be guaranteed.

4) Documentation must be returned to: Tender Board, Northwest Development Agency, Brew House, Wilderspool Park, Greenalls Avenue, Warrington, Cheshire, WA4 6HL. A direction map can be downloaded from the Agency’s website: www.nwda.co.uk About NWDA, Office Locations, Cheshire Office.

5) The PQQ address label must be used for the return of documentation. Envelopes/packages should be plain and must not show any reference to the Supplier's identity. The PQQ address label must be placed on the front of the return envelope. Documentation without the label or in envelopes, which in any way identify the Supplier, may be rejected.

6) The date and time for return of the documents is shown on the label and in the PQQ. Documents must be returned no later than the date and time stated. Completed documents will be received up to the time and date stated. It is the Supplier's responsibility to ensure that their documents are received on time. The Agency does not undertake to consider documents received after that time unless there is sufficient evidence to pre-suppose its due delivery.

7) Documents must be returned either by post, or by hand to the reception desk ensuring that a member of staff notes the time and date of receipt. Documents delivered otherwise may not arrive on time.

8) The Agency does not acknowledge receipt of documents and accepts no responsibility for loss or non-receipt of applications.

9) Submissions may be rejected if any of the requested information is not completed and/or supplied. If any of the requested information is missing or is incorrect, the proposal may be rejected on that sole basis and the submission will not be evaluated further.

10) Prices are not required at this stage.

11) Suppliers must not try to obtain any information about any other party's submission or proposed submissions before the contract is awarded.


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mailto:[email protected]

12) Suppliers must not arrange with any other party the submission of any documentation, except in the cases where sub-contracting and/or joint ventures are applicable.

13) Suppliers will be required to confirm acceptance of the Agency's Standard Terms and Conditions of Contract. Failure to accept the Agency's Terms and Conditions of Contract may result in Suppliers being disqualified from taking any further part in this process.

14) All responses must be in English.

15) Any information provided on separate pages or on supporting and supplementary documentation should be presented in the same order as, and must be cross-referenced to, the relevant question. Any separate sheets must be appended in the PQQ response document.

3.2 Important Notices

1) The information in this document provides an outline of the restricted procedure procurement process that the Agency intends to follow, although it reserves the right to amend this process or cancel the procurement at any stage without prior consultation. Under no circumstances will the Agency or its advisers be liable for any costs or expenses incurred by Suppliers during the procurement process. Expressions of interest are only sought from organisations that are agreeable to these arrangements.

2) The information in this PQQ is provisional and will be superseded by the Invitation to Tender.

3) The information provided is intended only as an explanation of the Agency’s requirements and is not intended to form the basis of a Supplier’s decision on whether to enter into any contractual relationship with the Agency. The information provided shall not form the basis of or be relied on in connection with any contract.

4) Whilst all materials supplied have been prepared in good faith the information provided has not been independently verified and does not purport to be all-inclusive or to contain all the information that a prospective supplier may require. Suppliers are responsible for making such checks and investigations as they consider appropriate. The supply of the information provided to Suppliers does not constitute an obligation to give further information or to update the information provided or to correct any information that is incomplete or inaccurate.

5) None of the Agency’s directors, officers, employees, representatives, agents or advisers (together the “Issuers”) make any representation or warranty, express or implied, as to the accuracy, adequacy or completeness of the information provided. Neither do they make any representation or give any warranty, express or implied, with respect to this document or any matter on which it is based (including, without limitation, any financial details). Any liability is therefore expressly disclaimed.

6) Neither the Agency or the Issuers shall be liable for any loss or damage arising as a result of reliance on the information provided. The subject matter of this PQQ shall only have any contractual effect when it is covered and contained in the express terms of an executed contract.

7) The issue of this document in no way commits the Agency to award any contract pursuant to the bid process nor does it constitute an offer to enter into a contractual relationship.

8) Save as provided below, in no circumstances shall the Agency or the Issuers incur any liability whatsoever or be liable for any expenses incurred by Suppliers at any time. Any and all liability in relation to the information contained in this document is hereby expressly disclaimed and excluded to the maximum extent permissible by law. The exclusions of liability contained in this paragraph do not exclude liability for death or personal injury


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caused by the Issuers’ negligence and/or to fraud or fraudulent misrepresentation by the Issuers.

9) The information provided is not, nor is it to be taken as, the giving of investment advice by the Agency or any of the Issuers nor is it an invitation or inducement to engage in investment activity.

10) The Agency does not bind itself to accept any PQQ or Tender.

11) A payment schedule will be agreed. However, please note that the Agency's standard payment terms are 30 days and method is by BACS. The Agency will not deviate from this method.

12) It should be noted that any information given at this stage by the Supplier will be subject to verification at later stages of the procurement process. If any error, omission or misrepresentation is discovered, the Agency reserves the right to disqualify the Supplier from further participation in the process, no matter what stage the process has reached.

13) Responses will be evaluated in accordance with the procedures set out in Section 2. In the event that none of the responses are deemed satisfactory, the Agency reserves the right to consider alternative procurement options.

3.3 Freedom of Information Legislation

1) The Agency may be obliged to disclose information provided by Suppliers in response to this PQQ under the Freedom of Information Act 2000, all subordinate legislation made under this and the Environmental Information Regulations 2004 (“the Freedom of Information Legislation”).

2) Suppliers should be aware that the information they provide could be disclosed in response to a request under the Freedom of Information Legislation. The Agency will proceed on the basis of disclosure unless an appropriate exemption applies. Suppliers should be aware that despite the availability of some exemptions, information may still be disclosed if the public interest in its disclosure outweighs the public interest in maintaining the exemption. No response to this PQQ should be covered by a general statement regarding its overall confidentiality; instead any specific areas of confidential information should be highlighted in accordance with paragraph 3 below. The Agency accepts no liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Legislation.

3) Suppliers should highlight information in their responses which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons why they consider this.

4) The Agency will use reasonable endeavours to consult with Suppliers over the release of information which is highlighted by them as commercially sensitive or confidential.


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4. PRE-QUALIFICATION QUESTIONNAIRE

A ORGANISATION IDENTITYName 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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B ORGANISATION INFORMATION(1) Is your organisation a Small to Medium Enterprise (SME) as defined in Section 382 & 465 of the Companies Act (2006)?

Y/N

(2) Is your organisation: i) a public limited company?

Y/N iii) a sole trader?

Y/N

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

Y/N

v) a limited liability partnership?

Y/N

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

Y/N

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

Address for the organisation’s holding or parent company, country of origin and registration number (if applicable)

Address for the organisation’s ultimate parent company, country of origin and registration number (if applicable)

(5) Executive Directors/ Partners:

Name Responsibility

(6) Brief history of your organisation (not more than 200 words): this should cover:


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C COMPLIANCE WITH EU LEGISLATION/ UK PROCUREMENT LEGISLATION

(1) Do any of the circumstances as set out in The Public Contracts Regulations 2006 (SI 2006 No: 5) Regulation 23(4) apply to your company?

A summary of the circumstances of Regulation 23(4) is provided below

Y/N

(2) If yes, please supply details:

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

SUMMARY OF INELIGIBILITY CONDITIONS PROVIDED BY REGULATION 23(4) OF THE PUBLIC CONTRACTS REGULATIONS 2006 (SI 2006 NO 5)

This summary is offered only as an indication for the convenience of bidders. Bidders should refer to the Regulations and satisfy themselves that they are not ineligible.

Regulation 23(4) sets out the grounds on which a services provider may be deemed ineligible to tender for or be awarded a public contract. Rejection is permissible when a Service Provider:

- is in a state of bankruptcy insolvency compulsory winding up, administration, receivership, composition with creditors or any analogous state, or subject to relevant proceedings;

- has been convicted of a criminal offence related to business or professional conduct;

- has committed an act of grave misconduct in the course of business;

- has not fulfilled obligations relating to payment of social security contributions;

- has not fulfilled obligations relating to payment of taxes;

- is guilty of serious misrepresentations in supplying information required by the Agency under the Regulations

- is not in possession of a licence or not a member of the appropriate organisation where the law of that State requires it; or

- subject to paragraphs (5) and (6) of Regulation 23, is not registered on the professional or trade register of the relevant State in which established


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D QUALITY ASSURANCE(1) Please provide details of any quality assurance certification that your company holds e.g. IS0 9000 or equivalent standard. Please include a copy of any certificate.

If no accreditation is held, please provide documentary evidence of your quality assurance capabilities. (e.g. your internal quality policy or manual)

(1a) Are you a member of construction line. Y/N. If yes please attach your certificate.

E PROJECT MANAGEMENT(1) Please provide details of any project management methodologies used/ where you have knowledge, e.g. PRINCE2 or OGC Gateway, enclosing any relevant documentation.

(2) Please provide details of your approach to Project Planning, and attach a physical example of a project plan you have recently delivered.

F MANAGEMENT INFORMATION & REPORTING(1) Please provide details (including examples) of your standard management information reporting capabilities.

G FINANCIAL AND ECONOMIC CAPACITYThe 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).


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(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) If applicable, parent company and/or other guarantees of performance and financial standing may be required if considered appropriate. Confirm your organisation’s willingness and ability to arrange for a collateral warranty, parent company guarantee and /or performance bond if called upon.

Y/N

(7) Has your organisation made any application for third party funding – including State Aid assistance – in relation to the services you are intending to provide?

Y/N

(8) Please give address to which Payment/Remittances should be sent:

(9) Please also advise if your invoice address is different from the above:

H INSURANCE

Please confirm that your organisation’s insurance cover meets the Agency’s requirements below.

Policy Value Y/N

Employer’s Liability £2m

Public Liability £5m

Professional Indemnity £5m


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If not, please indicate that you will arrange for this insurance cover if successful in this tender.

Y/N

I REFERENCESNote: 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.

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

Customer name and address

Contact name and Telephone number

Date contract awarded & duration of contract

Contract reference and brief description of service undertaken

Names of subcontractors and/ or consortium members and their role

1.

2.

3.

(2) Please provide details of any major recent contracts you have been awarded by organisations in the wider public sector (e.g. government departments, local authorities, NHS trusts, FE/HE, RDAs) for the provision of services similar to those required by the Agency

Customer name and address

Contact name and Telephone number

Date contract awarded & duration of contract

Contract reference and brief description of service undertaken

Names of subcontractors and/ or consortium members and their role

1.

2.

3.

J 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 address (postal & e-mail)

Contract reference and brief description of services provided

Date of claim/ contract

Reason for claim


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termination

(2) Has your Company had a contract terminated or your employment determined under the terms of a contract within the last 5 years?

Y/N If Yes, please provide details:

Customer name and address (postal & e-mail)

Contract reference and brief description of services provided

Date of claim/ contract termination

Reason for contract termination

(3) Has your Company had a 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 involved in any court action and/ or significant employment tribunal over the last 3 years?


(5) Are there any court actions and/ or significant employment tribunal hearings outstanding or pending against your organisation?



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K BUSINESS CAPABILITY(1) To which professional or trade bodies your organisation belongs, e.g., British Association of Landscape Industries, The Institute of Groundsmanship. Please supply all certificates for each accreditation you hold.

(2) Details of staff turnover as percentage of your workforce (specifically engaged in the provision of services required by the Agency) for the last 3 years.

(3) Please attach copies of all your policy documents relating to the following Acts: Disability, Equal Pay, Rehabilitation of Offenders, Equal Opportunities, Sex, Race Discrimination and Age Discrimination.

(4) Number and locations of premises from which your organisation provides services similar to those required by the Agency (including details of staff numbers at each location)

(5) State the approximate number of employees in your Company engaged in the specific type of work for which you are applying. The figures are to be broken down by specific discipline and include core skills, competencies and relevant professional qualifications.

L TECHNICAL CAPACITY(1) Does your organisation have a Health and Safety Policy? Please attach a copy, if you don’t currently have a policy please explain why. (Weight 5)

Y/N

(2) Does your organisation hold any Health and Safety accreditations, such as Safe Contractor etc? If yes, please attach copies of all

Y/N


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certificates you hold. (Weight 5)

(3) Does your organisation have a Health and Safety Manager? Please attach a copy of his/her CV, which must contain all Health and Safety qualifications held or studying towards. (Weight 5)

Y/N

(4) Does your organisation have an Environmental policy? If yes, please attach. (Weight 5). If you don’t please explain why.

Y/N

(5) Please demonstrate how you plan to visit the sites weekly / monthly and be available for monthly performance meetings and ad-hoc additional work. (Weight 2)

(6) Occasionally the NWDA will require emergency out of hours response, can you confirm your organisation can respond to the following emergency out of hours response times.

Emergency out of hours –within 3 hours

Priority 1 – 4 hours

Priority 2 – 3 working days

Priority 3 – 10 working days

Please detail how you’re able to respond to these call out times.

YES/ NO – I can confirm my organisation can respond to the emergency call out times. (Weight 2)

(7) As an organisation do you Vet your employees?

If you answer yes please explain the procedure you follow.

If you answer no can you explain why? (Weight 5)

Y/N

(8) What percentage of your staff hold professional qualifications relevant to this discipline? Please detail the amount of staff you employ against the qualifications they hold. (Weight 5)

(9) For those staff who are not currently training towards a professional qualification how many will be assigned to the NWDA contract? And does your company plan to support those staff not currently training towards a professional qualification in the next 12 months? (Weight 5)


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(10) How many ground staff do you employ? And how many teams does this represent? (Weight 2)

(11) How does the team structure operate, please provide a typical team structure diagram. (Weight 2)

(12) Can you please detail the machinery you own / lease? (Weight 5)

(13) Can you please detail what vehicles are included within your fleet, numbers of vans etc? (Weight 5)

(14) Please detail the number of premises you operate from. (2)

(15) What percentage of your total workforce is made up of temporary / casual staff? (Weight 5)

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

Y/N

(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 details

Service provision responsibility and details of legal arrangements between partners (if known)


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N CONFLICT OF INTERESTAre you aware of any conflicts of interest between your 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 Supplier to inform the Agency, detailing the conflict in writing as an attachment to this PQQ.

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.

Y/N

O TERMS AND CONDITIONS OF CONTRACTYour Company agrees to carry out all contracts and/or other awards of business in accordance with the Agency’s standard Terms and Conditions of Contract for Services.

Failure to accept the Agency’s Terms and Conditions of Contract may result in Suppliers being disqualified from taking any further part in this process.

You are advised to take legal advice on the Contract terms before answering this question. If you respond with a “Y”, no amendments will be allowed to the Contract terms at any later stage of this process.

Y/N

P COMMENTSAny general comments you wish to make to further support your application, making specific reference to added value activities, innovation, and unique selling point.


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Q FORM COMPLETED BY:Signature

Name

Position

Date

Telephone number

E-mail address


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