1. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Generic Pre-Qualification Questionnaire - Guidance Notes: The Procurement Team Our team of procurement professionals support Your Local County Council's purchasing activity from the strategic planning stage, to award of the contract thorough to follow up with contract management during the life of the contract. Our aim is to work in partnership with our suppliers and contractors to achieve the goals set out by the Council. Procurement is made up of a network of specialist procurement professionals, led by Senior Category Managers working alongside the public facing services they support. The team is responsible for the Council's procurement strategy and policies and provides a consultancy service for major procurement projects. It also provides a helpdesk and is responsible for negotiating and managing many central call-off contracts for key products and services that are for use county wide. Rules and Regulations As a local authority there are regulations at a European, national, and council level that we have to comply with. A guide to these follows. It is important to note that where there is conflict between a European, national, and council rules, it is the European directives that must be followed.

2. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Guidance Notes: EU Directives on Public Procurement Contracts over £154,000 for services and £3.8m for works have to be advertised in the Official Journal for the European Union (OJEU) and rules that that promote non-discriminatory and transparent competition must be followed. EU directives specify timescales that must be followed to ensure interested parties are given reasonable time to respond to adverts and prepare submissions. Freedom of Information Act 2000 As a public sector organisation, the Freedom of Information Act 2000 binds Your Local County Council. This Act came into force on 01 January 2005 and is designed to make the public sector and its processes, open and transparent. As a result all information that is supplied to the County Council as part of the tendering process is potentially open for inspection. In each tender pack there is a schedule for information such as individual prices and trade secrets to be exempt from publication or dissemination, however all that information is subject to challenge by the Information Commissioner and could as a result be made public.

5. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Guidance Notes: What is acceptable when tendering? Written queries regarding your submission Genuine questions regarding any aspect of the process What is not acceptable? Late receipt of tenders Telephone enquiries (except where specifically invited) Lobbying for information from officers involved Local Authority Commitment Your Local County Council promises to treat each and every supplier, prospective supplier and enquirer with fairness and respect. We will be helpful and considerate at all times to all who require our assistance. Maintain our integrity throughout these processes; Follow a fully auditable process compliant with public procurement legislation; Give feedback to unsuccessful bidders on request following award of a contract according to the following:

6. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Guidance Notes: Standstill Period For all contracts tendered under EU Directives, a ten-day 'standstill period' must be observed between the decision to award and contract conclusion. Once the decision to award a contract is made, each tenderer must be notified in writing on the outcome of the tender process. Minimum Number of Days There must be a minimum of ten calendar days between the despatch of this notification and the conclusion of the contract. Special rules apply where a tenderer requests a debrief on the tender process. In this instance, advice should be sought from the Head of Procurement and Contract Management at the earliest opportunity. Contract Award Notice All contracts awarded under EU Directives, including contracts for Residual services, must be announced by means of a Contract Award Notice in OJEU transmitted no later than 48 calendar days after the date of award.

7. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Typical Example of a PQQ;

8. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 PQQ for The Provision of Planned Preventative Maintenance – of Mechanical and Electrical Services The PQQ contents are based on actual identical private and public sector PQQ documents and has been developed and provided by: Tendering for Contracts Training Ltd. The Presentation has (5) Sections {(including an ( FAQ )}. This presentation describes a typical PQQ document and is a re-requisite of tendering for both public and private sector contracts that the small and medium enterprise (SME) owners need to know and be able to complete correctly – if they wish to be successful in this sector of the market. You can request this document in: [email_address] Download the PQQ Guide here:

9. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 How big is the Public Sector?

10. WHY THE NEED FOR A PQQ? – COULD I FILL IN ONE CORRECTLY? Improve Your Brand Value Create New Revenue Channels Copyright © Tendering for Contracts Training Ltd 1997 - 2009 WHY NOT TRY TO COMPLETE THIS SAMPLE PQQ? Provide Customer Satisfaction Provide Reliable Goods & Services Develop a Profitable Relationship Develop Good Quality Management

11. Copyright © Tendering for Contracts Training Ltd 1997 – 2009 LONDON 2009 HIGH SPEED CROSS RAIL CONTRACT CAN YOU THINK OF AN APPROPRIATE RESPONSE TO THIS VERY SMALL PROBLEM?

12. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 PQQ - Sample Introduction Applications are invited from suitably qualified and experienced M&E services contractors who wish to be considered for inclusion on a selected list of tenders to provide the highest standards of environmental controls, lighting and presentation, mechanical and electrical services, and client care. The Wallace Collection is a prestigious Grade II listed public building in central London and part of the National Museums Collection; a unique art collection and a unique building containing some of the finest artworks, paintings, furniture, arms and armour, porcelain and sculpture in the world. Our other activities include education and learning, conservation and research. As well as Grant in Aid from the DCMS, The Wallace Collection has charitable status and raises funds through donations and activities such as the prestigious Wallace Restaurant in our glazed central courtyard, high profile corporate and evening functions and a gift shop. The value of the contract is expected to be around £375,000 over three years for a standard contract, however with additional works it could be expected to be in the region of £500,000. The Wallace Collection would also consider proposals for a semi or fully comprehensive contract. Malcolm Readings is acting as tendering coordinator to The Wallace Collection

13. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Submission Requirements Applicants are required to complete and submit this Pre Qualification Questionnaire (PQQ) to Matthew Johnson at the address below by 12.00 on the Tuesday 20 October 2009 - ( Normally you will approximately two weeks (min) to respond ) During the pre-qualification stage Johnson & Johnson personnel should not be contacted , all queries are to be directed in writing to: Matthew B Johnson Johnson & Johnson 1045/46 Carnaby Terrace London W1TJ 3NP Or by email to: [email_address] If it is necessary to include any supporting documents, please ensure these are marked clearly with the name of the Applicant and the number of the question to which they refer. Please note that information which is not specifically relevant may not be considered. Please provide three bound copies of your PQQ response (including any supporting documents) – each not exceeding 30 sides of A4 (excluding accounts and certificates), plus a PDF version on CD or memory stick. Submissions cannot be returned. It is strongly recommended that a separate copy of the full submission is retained by those submitting a PQQ in case of damage or loss . Pre- Qualification Questionnaire The entrants are required to complete the following questionnaire. When using separate sheets to expand on answers, please make it clear to which question the response relates.

14. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 SECTION 1: PRACTICE INFORMATION ANSWERS INTHIS SECTION HAVE A WEIGHTING FACTOR OF 20% 1. Practice name 2. Address of registered office 3. Main contact for communications 4. Address of office where the services relating to this appointment will be provided (if different from 2) 5. Telephone number including international code 6. Contact email address

15. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 7. VAT registration number (if applicable) 8. Company status (Partnership, Limited Company etc.) 9. Please provide details of any parent company or ultimate holding company (if applicable). 10. If a Limited Company, please provide registration number and date of incorporation 11. Does you organisation hold a recognised quality management certificate (ISO9001 certificate or equivalent)? If yes, please enclose a copy. If no, please describe what arrangements your organisation has made with regards to quality assurance. Delete as appropriate ENCLOSED NOT ENCLOSED 12. Please enclose a copy of your organisation’s health and safety management system, enclosing any certificates. Delete as appropriate ENCLOSED NOT ENCLOSED

16. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 13. Please state whether your organisation has ever been prosecuted under Equal Opportunities legislation? (If YES please provide details) 14. Please provide details of your equal opportunities policy. Delete as appropriate ENCLOSED NOT ENCLOSED 15. Please state whether your organisation has ever been prosecuted under Health & Safety legislation? (If YES please provide details) Please confirm whether any of the following applies to your organisation. If ‘YES’, in all cases please provide details 16. Please state if any Director or Partner has been involved in any company that has been declared bankrupt or been put into Administration, Liquidation or Receivership? 17. Is the organisation bankrupt or being wound up, having its affairs administered by the court, or have you entered into an arrangement with creditors, suspended business activities or any analogous situation arising from similar proceedings under national laws or regulations?

17. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 18. Is the organisation the subject of proceedings for a declaration of bankruptcy, for compulsory winding-up or administration by the court or for an arrangement with creditors or of any other similar proceedings under national laws or regulations? 19. Has any employee whom you would propose to use to deliver this service been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata? 20. Has any employee whom you would propose to use to deliver this service been guilty of grave professional misconduct?

18. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 21. Has the organisation failed to fulfil obligations relating to the payment of social security contributions in accordance with the legal provisions of the or the country in which it is established? 22. Has the organisation failed to fulfil obligations relating to the payment of taxes in accordance with the legal provisions of the or the country in which it is established? 23. Has the organisation failed to fulfil obligations relating to environmental protection, employment protection and working conditions in accordance with the legal provisions of the or the country in which it is established?

19. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 24. Please state if any Director, Partner or employee is related to an employee of The Wallace Collection? 25. Has a contract ever been terminated or not renewed due to failure to perform? 26. Please state whether the organisation has incurred damages in respect of a contract in the last three years?

20. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 SECTION 2 – FINANCIAL INFORMATION ANSWERS INTHIS SECTION HAVE A WEIGHTING FACTOR OF 10% 1. Please provide your organisation’s bank details. Including name and address and contact number for your branch. The Wallace Collection may approach your bankers for references, please state here if you do not permit this. 2. Please provide copies of your organisation’s accounts for the last three years. Delete as appropriate ENCLOSED NOT ENCLOSED . Please provide details of the following insurances held. Along with copies of certificates: Employers Liability Insurance Insurer: Policy Number: Extent of Cover: Expiry Date:

21. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 c. Professional Indemnity Insurance Insurer: Policy Number: Extent of Cover: Expiry Date: £5,000,000.00 minimum Professional Indemnity Insurance cover will be required. b. Public Liability Insurance: Insurer: Policy Number: Extent of Cover: Expiry Date: 4. Please provide details of any claims which have been made against your organisation in the last three years, also please provide notification of any claims that are pending.

22. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 SECTION 3: QUALITY QUESTIONS The following three questions need to be answered satisfactorily as a minimum requirement, if your response to these questions doesn’t meet the required standard The Wallace Collection reserves the right not to consider your application any further . 1. Please provide details of your organisations experience in maintaining building, lighting and environment within government building including but not exclusively museums, galleries, historic buildings, high profile and prestigious premises, indicating contract value, dates, nature of work and the details recipient of service. Question weighting 7% 2. Please provide details of your organisations experience in working in and around buildings with valuable, diverse and rare artworks and collections. Question weighting 12%

23. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 3. Please provide details of current and similar services provided in a historic building with Grade I or Grade II listing, indicating award authority, date of commission, value of works and terms of reference. Question weighting 13% 4. Please provide a statement of technical and specialist experience available to meet the requirements of this contract with particular reference to environmental controls and specialist lighting presentation. Question weighting 18% 5. Please provide details of the provision of the required services to a wide range of clients, internally and externally, from lighting designers and architects, quantity surveyors to stakeholders such as corporate events departments and conservation departments. Question weighting 10%

24. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 SECTION 4: REFERENCES ANSWERS INTHIS SECTION HAVE A WEIGHTING FACTOR OF 10% Please provide details of three clients where similar services to those being asked for in this pre-qualification questionnaire have been carried out in the last three years . 1. Client Organisation Client Name Client Contact Email and Telephone Number Date of Contract Award Contract Value Contract Length

25. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 2. Client Organisation Client Name Client Contact Email and Telephone Number Date of Contract Award Contract Value Contract Length

26. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 3. Client Organisation Client Name Client Contact Email and Telephone Number Date of Contract Award Contract Value Contract Length

28. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 SECTION 5: FREQUENTLY ASKED QUESTIONS QUESTION AND ANSWER LOG VERSION: 2.0 Send FAQ to: [email_address] Date: 23-July-2009 1. Question Answer With regard to section 3 question 5, could you please elaborate on the question asked as I am having trouble deciphering it? This question is asking for details of the clients you have been commissioned by and the context in which your services were undertaken. We are looking for a company who has worked for a range of different clients and in varying scenarios. Can you please elaborate on question 5 of section 3? This question is asking for details of the clients you have been commissioned by and the context in which your services were undertaken. We are looking for a company who has worked for a range of different relevant clients and in varying scenarios. Could you please let me know what the special requirements that the contract needs. Could you provide a document that would enable us to have the understanding for your contract? At present no further information is available. The specialist nature of the service relates to the building being listed and home to a publicly accessible collection of fine art.

29. WE PROVIDE ONE 2 ONE SUPPORT 4 SME’s in TENDERING 4 PUBLIC & PRIVATE SECTOR CONTRACTS Copyright © Tendering for Contracts Training Ltd 1997 - 2009 For Your 1 st FREE Support Click Here For Audio Presentation Click Here

30. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Tendering for Contracts Training Tendering for Contracts Training provides online tendering and procurement training that enables firms identify and benefit from new business opportunities in the private and public . Our training has been specifically developed to assist small firms bid for contracts both in the private or private sector, respond to invitation to tender notices, tender for contracts, respond to request for proposals, prepare and submit tender documents, implement quality management systems, effectively market products and services and efficiently manage contract projects. Testimonial As a procurement specialist for over 20 years, I believe this to be an excellent on-line training programme, suitable for both managers / owners of firms and individuals, it prepares them to tender for contracts with confidence, and develop new business through effective training that enables profitable engagement in the tendering and procurement process. (Former Chief Procurement Officer, Centrica Plc.) Lloyd Sewell - Director To listen an audio presentation – click speaker Tendering for Contracts Training Ltd 23 Elmbridge Road Cranleigh Surrey GU6 8NH Tel : 01483 267098 - Mob: 07866 607197 Email: [email_address] Url: http://www.tfc-training.com

31. Copyright © Tendering for Contracts Training Ltd 1997 - 2009 In response to the market, all public sector agencies and the large private sector firms has developed a standard form of prequalification (PQQ) to enable their buying or procurement department to provide their generic prequalification details centrally and avoid the need for multiple pre-qualifications. This form should be completed and certified as being accurate by one of the company's directors. The completion of this form does not commit the authority / agency / firm in any way nor is it intended to circumvent any legal requirements required under EC Procurement Directives or Competition rules. The authority / agency /firm is at liberty to confirm any details entered on to the form and may request an audit of the detail giving reasonable notice. The form only requests generic company information and project specific pre-qualification detail may be requested separately at the appropriate time. It is anticipated that for certain tender exercises a director of the company may be required to confirm the accuracy of the information at the given time. The completed document may be provided either in hard copy or electronic format. All requests for clarification or further information in respect of a PQQ should be addressed to the named contact point. No approach of any kind in connection with a PQQ should be made to any other person within, or associated with the authority / agency / firm . General Guidance Notes 2: