Name of Applicant

FIFE COUNCIL BUILDING SERVICES

TENDER DOCUMENT 097

SECTION 1 – INFORMATION & QUESTIONNAIRE INCLUDING

INSTRUCTIONS FOR RETURN OF TENDER DOCUMENTS

AND

SECTION 2 – FORM OF TENDER AND CONDITIONS OF CONTRACT

for

Contract Title:

P4654017 - St Serf's PS - P1/P2 Toilet Refurbishment

Works Package:

Joinery Work

THE FOLLOWING DOCUMENT MUST BE COMPLETED IN FULL

TENDERS SHALL NOT BE CONSIDERED WHERE THE REQUESTED INFORMATION HAS NOT BEEN
PROVIDED OR THE ANSWER TO ANY QUESTION IN SECTION ONE OR SECTION TWO IS INCOMPLETE

Quantity Surveyors
Bankhead Central
Bankhead Park
Glenrothes
Fife
KY7 6GH

Quantity Surveying Team Leader April 2015

Page 1 of 32 BS-097 Rev 8

CONTENTS

Instructions and Guidance for Electronic Tendering Page 3 – 4

Information for Tenderers Page 5

Formal Invitation to Tender and Record of Appendices Page 6

The Tender Procedure Page 7- 11

Questionnaire Part One – Information-Only Criteria Page 12-13

Questionnaire Part Two – Essential Criteria Page 14–20

Form of Tender Page 21

Sub-Letting Page 22

Form & Conditions of Contract Page 23

Page 2 of 32 BS-097 Rev 8

SECTION 1 – INSTRUCTIONS FOR RETURN OF TENDER
DOCUMENTS AND INFORMATION & QUESTIONNAIRE
Instructions and Guidance for Electronic Tendering
In the interest of increasing efficiency and reduction of environmental impact, responses to this Tender should be
provided electronically via the “Tender Submission Post box” facility available at
www.publiccontractsscotland.gov.uk Tenderers are requested to ensure all submissions are in a Word, Excel or
PDF format, Microsoft Office 2007. The overall submission cannot exceed 100MB. If numerous files are required to
be uploaded, Tenderers must ensure they name each document with a relevant title.

COMPLETING THE DOCUMENT

Tenderers are responsible for ensuring that they have completed the tender fully and accurately, and where relevant
that prices quoted are arithmetically correct for the units stated.

Tenderers must complete in full the “Information and Questionnaire” and the “Form of Tender” sections of this
document as set by Fife Council and return as detailed within this document. The templates and formats should not
be altered by the Tenderer.

TENDER RESPONSE

Applications may only be submitted by e-mail to the e-tendering website noted below.

Tenderers must submit their responses by the given deadline. Registering interest on
www.publiccontractsscotland.gov.uk will allow access to download the Tender Documentation. Detailed
information on how to do this can be found on
http://www.millstream.eu/guides/en-gb/Scotland/Postbox%20-%20Supplier%20Guide.pdf

All documents shall be scanned by PCS for viruses upon upload. If a virus is detected the file will be deleted and the
Tenderer shall be notified. Provided the dead-line has not passed, Tenderers can re-submit a clean file.

As corruption cannot be detected, Fife Council’s policy must therefore be to reject any corrupt submission which
cannot be viewed. It is the responsibility of the Tenderer to ensure complete and legible submissions.

Please note that supplier postbox responses on PCS have a limit of 10Mb per document and a total of 30Mb per
response. If Tenderers require to reduce the information they would like to submit, this should be split into separate
files.

CONTINUATION SHEETS AND SUPPLEMENTARY INFORMATION WILL BE DISREGARDED unless specifically

requested in these Tender Documents or a Bill of Quantities/Schedule of Rates has been requested to be returned.
Coloured photographs and file attachments are not permitted.

Where specifically requested in the document, Tenderers will only be permitted to submit up to 40 documents into the
secure post box at www.publiccontractsscotland.gov.uk Any Tenderer wishing to submit more than 40 documents
should contact the relevant Lead Surveyor as detailed on the “Information for Tenderers” page of this document.

Tenderers should not upload protected or encrypted documents as this would prevent Fife Council from accessing
the document.

If a Tender is submitted and a mistake is realised, this cannot be recalled. Tenderers can however resubmit the
document, but must alert the Fife Council Lead Surveyor who can be found on the “Information for Tenderers” page
of this document to which version should be considered.

It is not advisable for Tenderers to wait until the last minute before creating and despatching the electronic response
in case of any unforeseen problems, such as internet connection problems. Tenderers are advised that they should
begin uploading their documents at least 2 hours prior to the submission deadline.

Page 3 of 32 BS-097 Rev 8

Please note the following, as failure to fully comply may result in the tender being rejected.

1. Tenderers wishing to be considered for this contract must complete ALL questions in both Section 1 and
Section 2. Tenders shall not be considered where the requested information has not been provided or the
answer to any question in Section 1 or Section 2 is incomplete. Unanswered questions in Section 2 will be
given a "fail" score and will result in the tender being rejected.
2. The Section 1 ‘Information and Questionnaire’ must be completed in full where required. All sections that
require to be signed should be signed and dated by an authorised representative of the Tenderer, and
uploaded as part of your submission. Please refer to ‘Completing the Document’ on page 3 of these
instructions for exceptions.
3. The Section 2 ‘Form of Tender and Contract Conditions’ must be completed in full for all Tenders. All sections
require to be completed and should be signed and dated by an authorised representative of the Tenderer, and
uploaded as part of your submission.
4. If you are unable to use an electronic signature, or are unable to sign the page and scan it in with your
response, please type your name and information into the relevant field. The upload of your submission
electronically through Public Contracts Scotland will be sufficient and considered an alternative to a signature.
5. Both Section 1 and Section 2 of this document must be completed in word format. Any other type of format is
unacceptable and will result in the tender being rejected.
6. The answers must be inserted to the space provided and should be typed using no less than 10-point text.
7. All completed documents should be uploaded to the Public Contracts Scotland Website in full, as noted above.
8. Tenders cannot be accepted if any of the documents are lodged after the due date or time as indicated on
Pages 5 and 6 of the Information and Questionnaire document.
9. The tender documents shall remain electronically ‘sealed’ until the closing date for submissions. Applications
may only be submitted electronically to the e-tendering website noted.
10. Applications submitted by any other means will not be considered.
11. It is the responsibility of the tenderer to ensure that the completed “Tender Contract Documents” are lodged in
the manner described above, no later than the prescribed date and time.
12. In the event that any or either of the completed “Tender Contract Documents” and/or any associated
documentation of the submission are not returned in the prescribed manner and time, the tenderer's offer may
be declared invalid.
13. Any Technical queries relating to the e-tendering website should be addressed to the Public Contracts
Scotland ‘help-desk’ at 0844 561 0673 or via the online help facility by clicking “Contact Us” on the website.
14. Any clarification prior to submission in the intention or meaning of any part of the document should be referred
to

tom.guthrie@fife.gov.uk Tel 03451 555555 ext 473243

15. It should also be noted that when an award decision has been made, the successful tenderer’s original
uploaded submission documents should be signed, if not already done so, retrospectively along with the
contract conditions, where applicable.

TENDER QUERIES
For all technical questions relating to this Tender, Tenderers must use the on-line facility at
www.publiccontractsscotland.gov.uk This can also be accessed to view the questions submitted by other
Tenderers together with the corresponding responses - please ensure that proprietary or confidential information is
not disclosed in any submitted question.

Once Fife Council has posted a response to the query, the Tenderer shall automatically be notified by email.

Only if Tenderers require to ask a question which is confidential in its nature, should they contact the Lead Surveyor,
whose details can be found on the “Information for Tenderers” page of this document.

Any contact made directly with any other employee of Fife Council other than the Lead Surveyor named in the
“Information for Tenderers” page of this document shall be considered a violation of the terms of the response criteria
and may be cause for disqualifying a Tender at the sole discretion of Fife Council.

Page 4 of 32 BS-097 Rev 8

Information for Tenderers

These documents have been prepared to comply with and are referenced to the Fife Council Contract Standing
Orders Scheme of Tender Procedures with effect from 24th September 2009 – Last Amended 11th May 2010 where
the EU Consolidated Public Procurement Directive does not apply as a result of OJEU thresholds not being
exceeded. Enquiries in the first instance should be directed to

tom.guthrie@fife.gov.uk Tel 03451 555555 ext 473243

SCOPE OF WORKS

Fife Council Building Services wishes to appoint a suitably qualified sub-contractor to undertake the following works;-

Page 5 of 32 BS-097 Rev 8

Remove all toilet cubicles, remove panelled wall, remove pipeboxing, supply
& fit new toilet cubicles, bulkhead and supply & fit wet wall

GENERAL REQUIREMENTS FOR CONTRACTORS

Tenderers must evidence that they have the relevant resources necessary to meet the requirement for
carrying out any awarded contract, that they have the relevant resources to manage and supervise the works
and that they have the ability to carry out this type of work.

It should be noted that a high level of communication and customer-care will be required and coordination of
sites, staff and quality of work is essential to prevent disruption to the overall construction programme.

Where required, and as noted in Clause 2.7 of these documents, Tenderers must be a member of an
appropriate trade association and their staff must be qualified to the relevant regulations and standards.

If your organisation can evidence the capability to carry out the above works in compliance with all aspects of
the contract, you are invited to complete the following documents.

TENDER RETURN DATE AND TIME

These documents must be completed in full and uploaded to the Council’s e-tendering website at
www.publiccontractsscotland.gov.uk by:

12 Noon, Tuesday 17th January, 2017

Tenders or any other documentation cannot physically be uploaded after this time.
Formal Invitation to Tender and Record of Appendices
Following acceptance of the invitation to tender for the works we have pleasure in enclosing or providing
access to the following documents and/or PDF files:

Contract No: P4654017

Location: St Serf's PS, High Valleyfield
Trade: Joinery
Return by Date: 12 Noon, Tuesday 17th January, 2017

1. Pre Construction Information Upload if applicable

2. Applicable Contract Conditions SBCSub/A/Scot

3. Description of the Works Remove all toilet cubicles, remove panelled wall,
remove pipeboxing, supply & fit new toilet cubicles,
bulkhead and supply & fit wet wall

4. Prelims, Bill of Quantities, or Schedules Description Of Works

of Work (where applicable)

5. Preambles / Specifications

A(0-)01 - Location Plan

6. Drawings A(0-)02 - Site Plan
A(0-)03 - Existing Floor Plan
A(0-)04 - Downtakings Rev A
A(0-)05 - Proposed Rev A

7. Asbestos Surveys / Reports Uploaded to PCS

8. Proposed Programme Easter Holidays 2017

IMPORTANT – Documents referred to in items 1, 4, 5, 6, 7 and 8 above, where applicable, should be
downloaded from the Fife Council’s e-tendering procurement portal, Public Contracts Scotland at
www.publiccontractsscotland.gov.uk
The Tender Procedure
Fife Council has adopted an electronic system for managing the tendering process for contracts. The tender
submission documents for this contract shall be issued and collected electronically via the e-tendering web-
site noted in the Instructions and Guidance for Electronic Tenders / Returns of Electronic Tenders sections of
this document.
THIS DOCUMENT MUST BE COMPLETED IN WORD FORMAT. ANY OTHER TYPE OF FORMAT IS NOT
ACCEPTABLE AND MAY RESULT IN THE TENDER BEING DECLARED INVALID

Evaluation and Award Methodology

Section 1 – Information & Questionnaire and Instructions for return of Tender Documents

The Section One information required is in two parts

Part 1 Information-Only Criteria

Part 2 Essential Criteria

A simple “Pass” or “Fail” will be applied to all the criteria in part 2 only. Unanswered questions will be given a
"fail" and may result in the application being rejected.

Section 2 – Form of Tender and Conditions of Contract

Tenderers that are fully compliant and have “passed” Section 1 shall have their Section 2, Form of Tender
checked. It is the Tenderer’s responsibility to check and ensure accuracy of any and all calculations within
their submission. Fife Council will check all Tenders opened in compliance with the JCT Code of Procedure
for Single Stage Selective Tendering Practice Note 6. A recommendation for award, if any, will be made
following analysis to identify the most economical compliant tender.

Confirmation of Award Decision Notice

Fife Council is not bound to accept or award these works to the lowest, or any tender. All Tenderers,
successful or otherwise, and all companies “Notes of Interest”, are advised that an Award Notification shall
be posted on the Public Contracts Scotland portal by Fife Council Building Services, where appropriate. No
unsuccessful letters / notifications will be issued.

Due Diligence and Competency

Fife Council Building Services (FCBS) are committed to comply with all current Construction (Design &
Management) Regulations and relevant guidance, such as, HSE approved code of practice L144. When
engaging an organisation or individual to carry out construction works / services, FCBS have a duty of care
to meet the legal health and safety requirements. These include all reasonable steps to ensure all appointed
contractors are competent in relation to

 Sufficient knowledge of the tasks to be undertaken and the risks involved

 The experience, resources and ability to carry out their duties in relation to the project, to recognise
their limitations and take appropriate action to prevent harm to those carrying out construction work,
or those effected by the works.

 Any appointee (sub-contractor) must evidence and demonstrate the competency of any sub-let
portion (sub-sub-contractors) of the works / services in meeting said regulations. In addition the sub-
contractor is obligated to inform us, as the main contractor, the sub-contracting by them and the
process of measurement of competence of their sub-sub-contracting within a reasonable contract
period prior to the start of works to confirm the competency of said sub-contractor by us, the main
contractor. Failure to do so in itself will render a lack of competence by you as the appointee.

Fife Council reserve the right to invoke due diligence in relation to any organisation’s or individual’s
submission at any stage throughout the procurement process to evidence competency under Health &
Safety Regulations, independent checks of resources and financial reference data, independent
investigations of similar works, site visits, historical data and any other checks or investigations as deemed
necessary, to ensure any organisation or individual can demonstrate the required competency.
Due Diligence and Competency (continued)

This may include, but is not restricted to, independent checks of similar type and size of works via
references. For example, where an organisation or individual has not previously carried out works for FCBS,
we shall require four references, of which two shall be approached at our selection, and where requested
provide details and / or photographic evidence of two examples of previous similar sized and work content
projects. Similarly, where an organisation or individual has previously carried out works for FCBS, or such
company can show expansion development, they may also require to provide similar evidence.

Escalation Process

Fife Council implements an escalation process. For further details of this process please contact;-

susan.wilson@fife.gov.uk Tel; 03451 555555 Ext 473263

Conditions of Contract

The Contract Conditions applicable to these works shall be chosen from the “SBCC SBCSub/A/Scot or
SBCSub/D/A/Scot, MWSub/D/Scot or ShortSub/Scot. The detailed information provided with respect to any
drawings, drawing excerpts, specifications, bills of quantities or schedules of work to accompany this
notification will also form part of the tender and contract documentation. Please refer to Record of Appendices
on Page 6 for the applicable conditions for this work package.

Blacklisting

The Supplier must not commit any breach of the Employment Relations 1999 Act (Blacklists) Regulations
2010 or section 137 of the Trade Union and Labour Relations (Consolidation) Act 1992, or commit any
breach of the Data Protection Act 1998 by unlawfully processing personal data in connection with any
blacklisting activities. Breach of this clause is a material default which shall entitle the Purchaser to
terminate the Contract.

Data Matching – Trade Creditors

Fife Council has a duty to protect the funds it administers and for this purpose may use the information you
provide to the Council during the tender process, or during any resulting contract, to assist in the prevention
and detection of fraud. Data matching involves comparing computer records held by Fife Council against
other computer records held by the Council or other body. This is usually personal information. Fife Council
may share the information provided in successful tenders, or during any resulting contract, with other bodies
for the prevention and detection of fraud. All collection, use and storage of personal information will be in
accordance with the Data Protection Act 1998.
Performance Appraisal

Fife Council Building Services implements a Performance Appraisal system, as detailed below, for any
organisation that carries out works. It is a condition of acceptance for any Tenderer contracted to carry out
works/services that they participate and contribute to this continuous improvement approach strategy. Failure
to perform with regard to time / quality / financial criteria as noted below, consideration will be given to risk or
impact to any future projects that may be tendered by said Tenderer.

1 The Contractor’s performance in carrying out each Works Programme shall be subject to the
Performance Appraisal scheme operated by the Employer. The Employer shall appraise the
performance of the Contractor for each element of work included in the Works Programme
throughout the lifetime of the Works Programme and such performance shall be measured against
the criteria contained below.

2 The results of any performance appraisal will be recorded by the Employer on the Contractors’
Performance database.

2.1 Where a performance rating of less than 50% is recorded for the final performance appraisal
for a Works Programme, an improvement notice will be issued by the Employer to the
Contractor detailing the improvement in performance required by the Employer and the
reasonable time period within which such improvement must be implemented.

2.2 Where a performance rating of less than 50% is recorded for the final performance appraisal
for Works Programmes on two separate occasions within a 6 month period, the Employer
shall issue to the Contractor a notice suspending the Contractor from future tender
opportunities for a period of twelve weeks. During said twelve week period the Employer will
not consider the Contractor for any other Works Programmes issued by the Employer.

2.3 Where a performance rating of less than 50% is recorded for the final performance appraisal
for Works Programmes for a third time within a 12 month period, the Employer shall issue to
the Contractor a notice removing the Contractor from all future tender opportunities. On
issue of such a notice the Contractor shall not be awarded any further Works Programmes
by the Employer

Default in Service Delivery of Individual Programmes of Work

1 The Contractor is required to perform the Work Programme issued in accordance with the
Conditions of Contract

2 A Failure in Service will be constituted if the Contractor does any of the following:

i. Fails to begin the Works without good reason.

ii. Fails to continually carry out the Works without good reason.
iii. Commits a material breach of any of its obligations under the Conditions of Contract.
iv. Fails to deliver within the specified time on Works Programme without good reason.
v. Submits untrue, incorrect or false statements to the Employer.
vi. Takes part in collusive or corrupt practices.

Where a Failure in Service has occurred the Employer shall issue to the Consultant a notice
specifying the grounds for such Failure in Service (“a Failure in Service Notice”).

3 In addition to any other remedies which the Employer may employ, where a Failure in Service Notice
is issued, the Employer may at it sole discretion apply any of the following options:

i. Suspend all payments until the Failure in Service is rectified.

ii. Instruct the Contractor to attend a meeting with a Senior Manager to explain the causes of
the Failure in Service and propose future actions to remove the possibility of the Failure in
Service occurring again.
iii. Terminate the Contractors engagement on the Works Programme with immediate effect.
iv. Instruct a third party to carry out the service in those areas in which the Contracto r has failed
to provide a satisfactory service.
v. Suspend the Contractor from the Works with immediate effect.
vi. Terminate the Contractors inclusion in future Works with immediate effect.
Performance Appraisal (continued)

In all of the above circumstances the Employer shall issue notice to the Contractor specifying which
of the above options is to apply. In addition the Employer may recover all reasonable additional
costs incurred by the Employer as a result of a Contractors Failure in Service and shall be entitled to
deduct those costs from any monies due by the Employer to the Contractor. Such costs shall
include, but are not limited to, the extra costs of employing an alternative Contractor, administrative
costs and additional working time/overtime costs.

4 The terms above shall apply to all Works Programmes.

PERFORMANCE CRITERIA

A performance rating will be given for each of the following :-

STANDARDS & QUALITY

1. Quality and standard of work

2. Deployment of appropriate resources
3. Organisation and co-ordination of activities
4. Ability to work without further guidance and/or instruction

COMPLIANCE

5. Delivering the requirements of the Task or Work Package

6. Compliance with appropriate legislation
7. Programme adhered to and timescales met
8. Maintain a customer focussed approach

COSTS

9. Continuous delivery of work within budget, including cost effective solutions

10. Agreement of accounts and additional costs

The performance scoring guide is detailed below:

Performance 1 2 3 4 5 6 7 8 9 10
Criteria

Inadequate Very Poor Poor Fair Good Very Outstanding

Good

Scores will be tracked throughout the commission and a monthly performance rating given. The table below
matches the scores given with the monthly overall performance rating.

0 - 50 51 - 70 71 - 84 85 - 100

Unsatisfactory Average Good Excellent

Collateral Warranties (where design required)

Where design input is required from the Tenderer, a collateral warranty agreement will be required which
shall be in the form of Fife Council’s Legal Services standard Collateral Warranty format. Tenderers should
note the requirement for Professional Indemnity Insurance as stated elsewhere within this document. The
warranties must be issued, agreed, completed, signed and returned prior to commencement of any works.
Freedom of Information

Fife Council is committed to meeting its responsibilities under the Freedom of Information (Scotland) Act
2002. Accordingly, all information submitted to the Council may require disclosing or publishing by the
Council.

If you consider that specific information provided to the Council is potentially exempt from disclosure under
the Act (where, for example, it is considered to be commercially confidential), please identify exactly which
information you consider is exempt, state the period of sensitivity and provide justification for your assertions
(for example, identify what harm may result from disclosure). You should note that the Council is not bound
by your views and may in its absolute discretion disclose and/or publish any such information in order to
comply with the “Act.”

Sustainable Development

Fife Council and Building Services have an expectation that any Contractor appointed under this contract
shall fully adopt the sustainable development aspirations of the Council described in the “Big 8” Objectives
as outlined in Fife Council’s published documents. The Sustainable Development Unit will monitor this
contract and have a pivotal role in promoting sustainable development within the Council and beyond,
motivating and enabling staff to integrate sustainability into their areas of work and providing them with
support and assistance.

Fife Council strongly supports the Scottish Executive initiative and encourages the use of recycled or reused
materials on construction projects.

Copyright
Copyright of all data and materials produced as a result of this contract will belong to the Client and may not
be reproduced, transmitted or circulated in part or in whole by the Contractor to any third party without the
written consent of the Client. The Client will be free to use the said data and materials in any way they see fit,
and to authorise or assign other such rights or uses, as they consider appropriate. The Contractor shall not
be entitled to any additional payment in respect of any such use. No publicity of this brief or subsequent data
or materials will be allowed without prior agreement with the Client. The Contractor must treat all information
gained in the course of the contract in confidence, and any potential conflicts of interests should be noted in
the Contractor’s submission.
Questionnaire Part One – Information-Only Criteria
1.1 Name of the Tenderer submitting this questionnaire and the address from which the Project
Team would operate

Name:
Address:

Contact Name: Designation:

Tel No: Fax No:
E-mail: Website

1.2 Discipline, qualification and quantity of staff and workforce who are permanently and fully
employed on building or related services within the Tenderers organisation.

Discipline / Trade Qualification Workforce Quantity

1.3 Please describe which part, if any, of the contract services will be provided by other
organisations. (Please also complete in the Form of Tender section of your Tender
Submission)

Name
Address

Nature of
contribution to the
contract services:

Contact Name: Designation:

Tel No: Fax No:
E-mail: Website:
Part One – Information-Only Criteria (continued)
Fife Council Building Services has requested the following details for information only. In no manner
will these criteria be involved or taken into account in assessing the Tenders submitted.

1.4 Relevant Trade Associations you are registered with

Please indicate, where relevant, any trade associations you may be registered with, if any (including your
registration number). In completing the following, the Tenderer agrees that, when required, they will forward
all documentation requested by the Main Contractor on request prior to appointment, and in any case not
less than fourteen days prior to work commencing, for inclusion in the Construction Phase Health and Safety
Plan.

Registration No Yes No
Construction Line            
CHAS            
Recognised Quality Management Scheme (please state)

           

Has your organisation been assessed as compliant by any

commercial Health & Safety pre-qualification scheme (such
as those recognised by “Safety Schemes in Procurement”
SSIP or other “deemed to satisfy”. If “Yes” please name the
scheme(s) applicable:

           

Other (please state)

           

Signed
Status
For and on behalf of
Date
Place
Questionnaire Part Two – Essential Criteria
Fife Council Building Services has requested the following details to assist in the selection process.
These essential criteria will be taken into account in assessing all Tenders received.

Pass Fail

2.1 HISTORICAL DATA

Indicate your organisation's turnover in the last three years. If you have insufficient data for the past three
years, please indicate a valid reason (eg new business or start up business). If successful, you may be
requested to provide proof of accounts.

Year three (most recent year): £

Year two: £
Year one: £

Please Note:
It should be noted that as part of any post tender due diligence, Fife Council may request further detailed
financial information for (usually, but not restricted to) work packages in excess of £150,000 to enable Fife
Council to carry out a more robust financial background analysis.

Yes No

2.2 PUBLIC LIABILITY INSURANCE            

Evidence of minimum cover of £2,500,000 for each and every claim will be required from the successful
tenderer. At this stage, please indicate whether your organisation has this level of cover in place. In
completing this section, Tenderers agree that, if successful in being awarded the works, they will forward all
certification required by the Main Contractor prior to appointment and award, for inclusion in the Construction
Phase Health and Safety Plan.

Yes No

If NO If NO – Would you increase your cover to the minimum cover

           
required if you were successful in your tender?

Yes No

2.3 EMPLOYERS LIABILITY INSURANCE            

Evidence of minimum cover of £10,000,000 for each and every claim will be required from the successful
tenderer. At this stage, please indicate whether your organisation has this level of cover in place. In
completing this section, Tenderers agree that, if successful in being awarded the works, they will forward all
certification required by the Main Contractor prior to appointment and award, for inclusion in the Construction
Phase Health and Safety Plan.

Yes No

If NO If NO – Would you increase your cover to the minimum cover

           
required if you were successful in your tender?
Part Two – Essential Criteria (continued)

Yes No

2.4 PROFESSIONAL IDEMNITY INSURANCE (where relevant)            

Evidence of minimum cover of £250,000 for each and every claim will be required from the successful
tenderer. At this stage, please indicate whether your organisation has this level of cover in place. In
completing this section, Tenderers agree that, if successful in being awarded the works, they will forward all
certification required by the Main Contractor prior to appointment and award, for inclusion in the Construction
Phase Health and Safety Plan.

Yes No

If NO If NO – Would you increase your cover to the minimum cover

           
required if you were successful in your tender?

NB. If you have stated willingness to increase any of the above insurance level(s) please include a
letter from your insurance company confirming that they would be willing to provide this level of
cover.

Pass Fail

2.5 FREEDOM OF INFORMATION

Tenderers should be aware that information provided as part of this tender submission will be subject to the
Freedom of Information Act. Any member of the public is entitled to seek access to the information contained
in the submissions and may be given full access without further reference to the tenderer.

Yes No

Accepted            

Pass Fail

2.6 HEALTH & SAFETY

Tenderers attention is directed to the information on Fife Council Health & Safety Rules which can be viewed
and downloaded by clicking on the undernoted hyperlink
Fife Council Health & Safety (Corporate Information).

Confirmation is required that you are compliant with all current legislation and that your organisation has a
clear Health and Safety Policy.

In completing this section, Tenderers agree that, if their Tender bid is successful for the works, they
will on request and in any case not less than fourteen days prior to work commencing, forward all
relevant and specific method statements, risk assessments, COSHH information etc as required by
the Main Contractor for inclusion in the Construction Phase Health and Safety Plan.

Yes No

Accepted            

Part Two – Essential Criteria (continued)
2.7 RELEVANT SPECIALIST CERTIFICATION / ACCREDITATION

Where relevant to the described “Scope of Works”, please indicate which of the following trade associations
you are registered with, if any (including your registration number).

In completing this section, Tenderers agree that, if their Tender bid is successful for the works, they
will, on request and in any case, not less than fourteen days prior to work commencing, forward all
certification required by the Main Contractor prior to appointment.

Registration No. Pass Fail

Gas Safe – Domestic
Gas Safe – Commercial
Gas Safe – Catering
NICEIC
Select
B&ES (formally HVCA)
Other ( please state here )

Other ( please state here )

Other ( please state here )

Other ( please state here )

Other ( please state here )

Pass Fail

2.8 NON CANVASSING

I/We certify that I/We have not canvassed or solicited any member, officer or employee of the Council in
connection with the acceptance of this Tender or any other Tender or proposed Tender for the services
defined in the Contract Documents and that no person employed by me/us or acting on my/our behalf has
done any such act.

I/We further hereby undertake that I/We will not in the future canvass or solicit any member, officer or
employee of the Council in connection with the award of this Tender or any other Tender or proposed Tender
for the services and that no person employed by me/us or acting on my/our behalf will do any such act.

Signed
Status
For and on behalf of
Date
Place
Part Two – Essential Criteria (continued)
Pass Fail

2.9 NON COLLUSION

The essence of selective tendering is that the Council shall receive bona-fide competitive tenders from all
those tendering. In recognition of this principle, I/We certify that this is a bona-fide tender, intended to be
competitive, and that I/We have not fixed or adjusted the amount of the tender or the rates, prices and
percentages quoted by or in accordance with any agreement or arrangement with any other person.

I/We also certify that I/We have not done and I/We undertake that I/We shall not do at any time, before the
hour and date specified for the return of this tender any of the following acts:-

a communicating to a person other than the Council, the amount or approximate amount of the
proposed tender, except where the disclosure, in confidence, of the approximate amount of the tender
was necessary to obtain insurance premium or Performance Bond quotations required for the
preparation of the tender.
b entering into any agreement or arrangement with any other person that he shall refrain from tendering
or as to the amount of any tender to be submitted.
c offering or paying or giving or agreeing to pay or give any sum of money or valuable consideration
directly or indirectly to any person for doing or having done or causing or having caused to be done in
relation to any other tender or proposed tender for the work any act or thing of the sort described
above.
In this Certificate, the word ‘person’ includes any person and any body or association corporate or
incorporate; and ‘any agreement or arrangement’ includes any such transaction formal or informal, and
whether legally binding or not.

Signed
Status
For and on behalf of
Date
Place

Pass Fail

2.10 CONSIDERATE CONSTRUCTORS SCHEME

Fife Council Building Services is registered with the above scheme. Fife Council Building Services require
that any application / submission from a sub-contractor at this stage, if successful in being awarded any
works, would support and participate with Fife Council Building Services in continuing to achieve these
objectives.

I/We confirm that I/We will give full consideration to supporting and participating with Fife Council Building
Services in achieving these objectives.

Signed
Status
For and on behalf of
Date
Place
Part Two – Essential Criteria (continued)
Pass Fail

2.11 ASBESTOS AWARENESS CERTIFICATION

At this stage, you must indicate whether your organisation and any sub-contractors proposed by
you, and referred to in Section 2, Form of Tender – Subletting, have the required level of competence
and training noted below.

I/We certify that I/We will comply with the requirement that //We will be fully compliant with current legislation
and the condition that each and every individual operative (this includes any subsequent new starts you or
your aforementioned subcontractors may employ) attending any construction site in relation to the works
shall have obtained “Asbestos Awareness Training" as described in the HSE's L143 (second edition)
Approved Code of Practice associated with Regulation 10 the Control of Asbestos Regulations 2012", and
shall carry their certificates at all times.

In completing this section, Tenderers agree that, if their Tender bid is successful for the works, they
will on request, and in any case not less than fourteen days prior to work commencing, forward a
sample of certification required by the Main Contractor prior to appointment and award for inclusion
in the Construction Phase Health and Safety Plan. Mandatory evidential information will be required
for inclusion in the Construction Phase Health and Safety Plan.

Please note, any operative may be asked to produce their certificate at any time by the Contract
Administrator, Building Services Representative, Health & Safety representatives, or any other relevant
official, and that by signing this document, I/We fully understand the implications of non compliance.

Certification Scheme
Signed
Status
For and on behalf of
Date Place

Pass Fail

2.12 CONSTRUCTION SKILLS TESTING SCHEME CERTIFICATION

At this stage, you must indicate whether your organisation and any sub-contractors proposed by
you, and referred to in Stage 2 Form of Tender – Subletting, have the required level of certification
and training noted below.

I/We certify that I/We will comply with the Building Services requirement that all proposed operatives
attending any construction site in relation to the works, have obtained relevant scheme certification (eg
CSCS or equivalent) and shall carry proof of their certification at all times.

In completing this section, Tenderers agree that, if their Tender bid is successful for the works, they
will on request, and in any case not less than fourteen days prior to work commencing, forward a
sample of certification required by the Main Contractor prior to appointment and award for inclusion
in the Construction Phase Health and Safety Plan. Mandatory evidential information will be required
for inclusion in the Construction Phase Health and Safety Plan.

Please note, any operative may be asked to produce their certificate at any time by the Contract
Administrator, Building Services Representative, Health & Safety representatives, or any other relevant
official, and that by signing this document, I/We fully understand the implications of non compliance.

Certification Scheme
Signed
Status
For and on behalf of
Date Place
Part Two – Essential Criteria (continued)
Pass Fail

2.13 ENVIRONMENTAL, WASTE MANAGEMENT & RECYCLING

Environmental, Waste Management & Recycling Statement

Fife Council has committed itself to halving the amount of construction, demolition and excavation waste
going to landfill by 2012. We will work to adopt and implement standards for good practice in reducing waste,
recycling more, and increasing the use of recycled and recovered materials’

Waste Carriers License

All Tenderers who carry waste, no matter how small a quantity, must hold an appropriate SEPA
license (or equivalent) to do so. By completing this section, you are confirming that your
organisation is fully compliant to carry waste, as per the legislation.

In completing this section, Tenderers agree that, if their Tender bid is successful for the works, they
will, on request and in any case not less than fourteen days prior to work commencing, forward all
certification required by the Main Contractor prior to appointment and award for inclusion in the
Construction Phase Health and Safety Plan. Mandatory evidential information will be required for
inclusion in the Construction Phase Health and Safety Plan.

Waste Carriers License Registration No.

Security of Waste
Where not provided by the Main Contractor, refer to Record of Appendices Prelim Section of Contract
Documentation, it is a condition of the submission and acceptance that responsibility of all waste arising from
the works package as described in the “Scope of Works” will be the Tenderer’s responsibility whilst on site
and to remove from site.

Financial Statement
All costs associated with waste management must be included within your tender and no additional expense
will be entertained for any further costs associated with waste management. Any finance generated from the
recycling of waste material by any Tenderer should be factored into the project tender submissions, and
evidenced by the issue of the appropriate supporting documentation.

Following an Award for the Works - Evidence Required

All materials removed from site shall be disposed of in a manner which support our objectives and in a
responsible, ethical and accountable manner. Copies of all site waste transfer notes will be forwarded as
required by Building Services, along with waste information formatted in a consolidated document such as a
site waste management plan (SWMP).

Fife Council Building Services require Tenderers to evidence how, if successful in being awarded any works,
you plan to support and align your waste management and recycling strategy to assist Fife Council achieving
our objectives. In completing this section, Tenderers agree that, if successful in being awarded the works,
they will forward a waste management plan to the Main Contractor within fourteen days of prior to work
commencing, for inclusion in the Construction Phase Health and Safety Plan.

By signing below, you are confirming that you are in full agreement and in full compliance with all the above.

Signed
Status
For and on behalf of
Date
Place
Part Two – Essential Criteria (continued)
Pass Fail

2.14 SUSTAINABLE TIMBER REGISTRATION / CERTIFICATION

Fife Council is committed to the purchase of goods, materials and services that minimise or reduce the
impact of its activities on the environment.

Members and employees of the Council are committed to achieving the aims of this policy.

The policy supports Fife’s social, economic and environmental well being. It helps meet Fife’s objective to be
the Leading Green Council, to reduce our carbon emissions and make Fife a great place to live, work and
visit.

Sustainable Procurement Policy

The Council will only purchase timber from managed and sustainable forests and will specify
goods manufactured from recycled materials as a first choice. (Sustainable Procurement Policy)

With regards to Category A evidence

Sub - Contractors must without exception quote a current, valid Chain of Custody Number on all invoices and
delivery notes for timber provided under this Contract. Only Legal and Sustainable timber can be supplied
under the terms of Contract, regardless of the description or details provided under any order mechanism
(e.g. Purchase Order etc) and evidence to this effect (e.g. Chain of Custody referencing) must be provided
for each transaction and be made available for audit at the request of Fife Council.

With regards to Category B evidence

Sub - Contractors current, valid Chain of Custody Number must be quoted per the terms stated above and
full Category B evidence provided with each transaction to demonstrate segregation and management from
the point of transfer to the supplier’s responsibility. Alternative supply may be approved if agreed by Fife
Council in writing prior to supply. In order to consider any such alternative supply, Fife Council will require an
application in writing from the Sub - Contractor and the provision of Chain of Custody and/or Category B
evidence (where applicable) for approval.

Timber must be sourced from managed, sustainable resources and documentary evidence shall be required
to support this. All successful tenderers will be required to submit their suppliers FSC/PEFC certificate and
licence numbers.

FSC License Registration No.

OR

PEFC License Registration No.

Advice notes will be checked on sites to ensure compliance with Fife Council policy regarding supply of
certified timber.

Signed
Status
For and on behalf of
Date
Place
SECTION 2 – FORM OF TENDER AND CONDITIONS OF
CONTRACT
Form of Tender

Fife Council, Building Services,

Quantity Surveying Team Leader
Bankhead Central
Bankhead Park
Glenrothes
Fife
KY7 6GH

Name Address
Tel. No
Fax No
E-mail

Dear Sir

Contract Title:

P4654017 - St Serf's PS, P1/P2 Toilet Refurbishment - Joinery

I/We hereby offer to carry out all the works pertaining to the above contract, as subcontractors to Fife
Council, Building Services (hereinafter called the Contractor), in accordance with Conditions of Contract,
Specification, and/or drawings and to the satisfaction of the Contractor and agree to the Terms and
Conditions of the said documents, all for the sum of (in words):
 (Gross) - less 2.5% Main Contractor’s
£ Discount =£ (Net)

(NB – a Gross tender figure must be inserted and a minimum of 2.5% Main Contractor’s Discount
shall be applied and deducted from all tenders to insert a Nett tender figure. Where a tenderer so
desires to increase their discount offer, please amend accordingly.)

These documents and the conditions stated therein will form the basis of any sub-contract between us.

I/We acknowledge that the following particulars of Contract have been made known to us and that these
provisions are accepted under my/our signature.

Your acceptance of this offer within a period of 6 months will be binding on us.

I/We understand that you are not bound to accept the lowest or any tender you may receive.

Retentions will not be held for the twelve months defects period under the contract, but we agree this is on
the understanding and as a condition of your acceptance that any defects reported within the said period
shall be attended to in the appropriate manner. Failure to comply may have serious implications for future
work for our company.

We confirm that we will rectify, free of charge, any defects discovered in our works, arising within the
stipulated defects liability period.

Should we fail to do so, we authorise you to arrange remedial works to rectify the fault and offset any cost
thereof against any monies due to us on any contract.
Sub Letting
*Important*
One of the following two sections must be completed so as to verify full compliance with SBCC
terms and conditions concerning, in particular, the “Sub-letting” of any of the works included in the
above contracts tendered works.

(1) I/We confirm that all works pertaining to the above contract will be carried out in their entirety, in our
contracted position of subcontractor to the Contractor, using solely our own resources in fulfilment of the
contracted works:

Signed
Status
For and on behalf of
Date
Place

OR

(2) I/We confirm that all works pertaining to the above contract will not be carried out in their entirety, in our
contracted position of subcontractor to the Contractor. The following works will require the Contractor to
make arrangements to carry out these works “in house” or approach the Client for approval of sub-letting
these works;

Works that will not be undertaken using solely our own resources are (intention to sub-let):

Trade Name of Specialist Asbestos CSCS(or CIS Card

Company Certification / Awareness equivalent) Type / No &
Accreditation Certification Certification Expiry
Scheme Scheme

Signed
Status
For and on behalf of
Date
Place
Form & Conditions of Contract
The Contract Conditions applicable to these works will be the SBCC Conditions applicable as stated on
Section 1 page 6, sub section 2 of the Formal Invitation to Tender and Record Appendices. The detailed
information provided with respect to any drawings, drawing excerpts, specifications, bills of quantities up
loaded to accompany this notification will also form part of the tender and contract documentation.

Contract Period / Duration:
Liquidated & Ascertained damages
Professional Indemnity Insurance
Defects Liability Period:
Retentions
Period of Interim Payments
Contract Period 2 Weeks Approx Start date 03/04/17
N/A
N/A
12 Months after Practical Completion of the Works
Nil
As per Fife Council’s Standing Orders.

Contractor’s Details – All contractors submitting a tender must complete the following information
as part of their tender submission.

Unique Tax Reference No.

Company Registration No.

NB. If you do not have a Company Registration Number, you are required to forward your National Insurance
Number and the exact name of the card holder.

National Insurance No.

Card Holder’s Name

Value Added Tax: Exempt / Non Exempt: Not Registered / Registered No

Total Labour Value of Contract:

Dayworks

In accordance with the governing conditions of the Main Contract, we append here under our percentage
additions on prime cost, which would be subject to the stated Main Contractor’s Discounts.

Labour - add % Material - add % Plant - add %

Sub-contractor’s requirements
(If not in accordance with the Main Contractor’s programme – where uploaded)
Period required for submission of design drawings weeks
Period for submission of further sub-contractors drawings weeks
Period required for execution of the work: - (1) off site weeks
Period required for execution of the work: - (2) on site weeks
Period of notice required to commence off site works: weeks
Period of notice required to commence work on site: weeks

Yours faithfully,

Signed: Date:
Designation: Company: