PROTECT - COMMERCIAL. Invitation to Tender (ITT) to Cater for Land Registry UN Economic Commission for Europe Conference Dinner

Transcription

1 Invitation to Tender (ITT) to Cater for Land Registry UN Economic Commission for Europe Conference Dinner

2 CONTENTS GLOSSARY SECTION 1 PART A - Background To The Procurement PART B - Overview Of The Invitation To Tender & The Procurement Process SECTION 2 PART A - Tendering Process (Instructions To Tenderers) PART B - Tendering Process (Tender Evaluation) SECTION 3 SECTION 3 Specification SECTION 4 SECTION 4 Tenderers Response to Section 3 Specification SECTION 5 SECTION 5 Commercial Response Requirements SECTION 6 SECTION 6 Schedules SCHEDULE 1 Form Of Tender SCHEDULE 2 Collusive Tendering CHEDULE 3 Tender Response And Statement Of Compliance SCHEDULE 4 - Charges SCHEDULE 5 Terms And Conditions SCHEDULE 6 Company Details

3 GLOSSARY Unless the context otherwise requires, the following words and expressions used within this Invitation to Tender shall have the following meanings: TERM Authority Conditions of Tender Deadline "EIR" FoIA Invitation to Tender or ITT Tender, Response, Tender Response, Tendered Response or ITT Response Tenderers Terms and Conditions of Contract MEANING means Land Registry means the terms and conditions set out in this ITT relating to the submission of a Tender means the closing date and time for receipt of Tenders means the Environmental Information Regulations 2004 together with any guidance and/or codes of practice issued by the Information Commissioner or relevant Government department in relation to such regulations means the Freedom of Information Act 2000 and any subordinate legislation made under such Act from time to time together with any guidance and/or codes of practice issued by the Information Commissioner or relevant Government department in relation to such legislation means this invitation to tender documentation and all related documents published by Land Registry and made available to Tenderers. means the Tenderers formal offer in response to this Invitation to Tender means the organisations being invited to respond to this Invitation to Tender means OGC Model Terms and Conditions of Contracts for Services

4 SECTION 1 PART A - BACKGROUND TO THE PROCUREMENT 1.0 ABOUT Land Registry 1.1 Her Majesty s Land Registry (Land Registry), established in 1862, is a government department in its own right, an executive agency and a trading fund that makes no call on monies voted by Parliament. By statute, it is required to ensure that its income from fees covers all of its expenditure under normal operating conditions. 1.2 Land Registry comprises the Registration of Title Department, dealing with its main business, and the much smaller Land Charges and Agricultural Credits Departments. 1.3 The Department for Business Innovation and Skills has ministrial responsibility for Land Registry. 1.4 Land Registry s mission is to provide the world s best service for guaranteeing ownership of land and facilitating property transactions. 1.5 Land Registry s prinicpal aims are: To maintain and develop a stable and effective land registration system throughout England and Wales as the cornerstone for the creation and free movement of interests in land; On behalf of the Crown, to guarantee title to registered estates and interests in land for the whole of England and Wales; To provide ready access to up-to-date and guaranteed land information, enabling confident dealings in property and security of title; To provide Land Charges and Agricultural Credits services. 1.6 Buliding on more than 140 years experience, Land Registry has developed state-of-the-art ICT systems through which all the registration work is processed.the computerised register, guaranteed and accessible online to anyone, handles in the region of 4.5 million transactions and 11 million enquiries annually; the register is the largest online transactional database globally and the security of the data fully meets ISO27001 standards. 1.7 The Land Register, comprising of more than 23 million titles, has been open to public inspection since December More information about Land Registry can be found at OVERVIEW OF PROCUREMENT 2.1 In October, Land Registry is honoured to be hosting a two day United Nations Economic Commission for Europe Conference (UNECE). Land Registry is an active contributor to the work of the United Nations, and we are a global influence in land administration policy. To support the launch of its business growth and international strategies, the two-day UNECE conference will be held in London on October An announcement was made to the UNECE community in October 2011 in Amsterdam and Invitations will be sent to 56 UNECE member states and key stakeholders. Catering services will need to be commissioned for the Conference Dinner, which is due to take place on 11 th October 2012, in the White Tower, Banqueting Suite. It is a great time for Land Registry to host this event, as it is also the year in which we celebrate our 150th anniversary.

5 SECTION 1 PART B - OVERVIEW OF THE INVITATION TO TENDER & THE PROCUREMENT PROCESS 3.0 INTRODUCTION 3.1 Land Registry wishes to comission catering services for a United Nations Economic Commission for Europe Conference Dinner for circa 150/200 delegates and Land Registry guests. Land Registry is managing this procurement process in accordance with the Public Contracts Regulations 2006 (the Regulations ). This catering service is being procured via Land Registry CompetitiveTendering process. 3.2 Section 2 contains the Instructions to Tenderers and the conditions of this ITT. 3.3 There are also a number of certificates contained in the Schedules at Section 2 for you to confirm the basis on which your Tender is submitted. 3.4 In addition, Section 2 contains a checklist for you to use to check that you have included the correct information that you should complete and return with the Tender Response. 3.5 Section 3 contains the Specification. 3.6 Section 4 contains the Response Requirements. This sets out how the Tenderer must respond to the Specification. 3.7 Prior to commencing formal evaluation, Tender Responses will be checked to ensure they are fully compliant with the conditions of Tender. Non-compliant Tender Responses may be rejected by Land Registry. 3.8 Land Registry reserves the right not to award a contract as a result of this ITT. SECTION 2 PART A - TENDERING PROCESS (INSTRUCTIONS TO TENDERERS) 4.0 GENERAL 4.1 These instructions are designed to ensure that all Tenderers are given equal and fair consideration. It is important therefore that you provide all the information asked for in the format and order specified. 4.2 Tenderers should read these instructions carefully before completing the Tender documentation. Failure to comply with these requirements for completion and submission of the Tender Response may result in the rejection of the Tender. Tenderers are advised therefore to acquaint themselves fully with the extent and nature of the services and contractual obligations. These instructions constitute the Conditions of Tender. Participation in the tender process automatically signals that the Tenderer accepts these Conditions of Tender. 4.3 All material issued in connection with this ITT shall remain the property of Land Registry and shall be used only for the purpose of this procurement exercise. 4.4 The Tenderer shall ensure that each and every sub-contractor, consortium member and adviser abides by the terms of these instructions and the Conditions of Tender. 4.5 The Tenderer shall not make contact with any other employee, agent or consultant of Land Registry who are in any way connected with this procurement exercise during the period of this procurement exercise, unless instructed otherwise by Land Registry.

6 4.6 Land Registry shall not be committed to any course of action as a result of: Issuing this ITT or any invitation to participate in this procurement exercise; An invitation to submit any Response in respect of this procurement exercise; Communicating with a Tenderer or a Tenderer s representatives or agents in respect of this procurement exercise; or Any other communication between Land Registry (whether directly or by its agents or representatives) and any other party. 4.7 Tenderers shall accept and acknowledge that by issuing this ITT Land Registry shall not be bound to accept any Tender and reserves the right not to award a contract for which Tenders are invited. 4.8 Land Registry reserves the right to amend, add to or withdraw all, or any part of this ITT at any time during the procurement exercise. 4.9 Should Tenderers have any questions relating to this ITT, they must be directed to Corporate Procurement in writing using to corporateprocurement@landregistry.gsi.gov.uk. Land Registry will respond to all reasonable questions for the clarification of any aspect of this ITT as soon as possible. Land Registry reserves the right to issue the questions and replies to all other Tenderers If a Tenderer wishes to treat a question as confidential, it must state so. If, in the opinion of Land Registry, the content of a question is not considered to be confidential, Land Registry will inform the Tenderer and it will have the opportunity to withdraw the question. All points of general clarification and non-confidential information will be made available via CONFIDENTIALITY 5.1 Subject to the exceptions referred to in paragraph 5.2, the contents of this ITT are being made available by Land Registry on condition that: Tenderers shall at all times treat the contents of the ITT and any related documents (together called the Information ) as confidential, save in so far as they are already in the public domain; Tenderers shall not disclose, copy, reproduce, distribute or pass any of the Information to any other person at any time or allow any of these things to happen; Tenderers shall not use any of the Information for any purpose other than for the purposes of submitting (or deciding whether to submit) a Tender; and Tenderers shall not undertake any publicity activity within any section of the media. 5.2 The Tenderers may disclose, distribute or pass any of the Information to the Tenderer s advisers, subcontractors or to another person provided that either: This is done for the sole purpose of enabling a Tender to be submitted and the person receiving the Information undertakes in writing to keep the Information confidential on the same terms as if that person were the Tenderer; or The Tenderer obtains the prior written consent of Land Registry in relation to such disclosure, distribution or passing of Information; or The disclosure is made for the sole purpose of obtaining legal advice from external lawyers in relation to the procurement or to any award of contract arising from it; or The Tenderer is legally required to make such a disclosure.

7 5.3 In paragraphs 5.1 and 5.2 above the definition of person includes but is not limited to any person, firm, body or association, corporate or incorporate. 5.4 Land Registry may disclose detailed information relating to Tenders to its officers, employees, agents or advisers and Land Registry may make any of the ITT documents available for private inspection by its officers, employees, agents or advisers. Land Registry also reserves the right to disseminate information that is materially relevant to the procurement to all Tenderers, even if the information has only been requested by one Tenderer, subject to the duty to protect each Tenderer's commercial confidentiality in relation to its Tender (unless there is a requirement for disclosure under the Freedom of Information Act, as explained in paragraphs 6.1 to 6.3 below). 6.0 FREEDOM OF INFORMATION 6.1 In accordance with the obligations and duties placed upon public authorities by the Freedom of Information Act 2000 (the FoIA ), Land Registry may, acting in accordance with the Secretary of State s Code of Practice on the Discharge of the Functions of Public Authorities under Part 1 of the said Act, be required to disclose information submitted by the Tenderer to the to Land Registry. 6.2 In respect of any information submitted by a Tenderer that it considers to be commercially sensitive the Tenderer should: Clearly identify such information as commercially sensitive; Explain the potential implications of disclosure of such information; and Provide an estimate of the period of time during which the Tenderer believes that such information will remain commercially sensitive. 6.3 Where a Tenderer identifies information as commercially sensitive, Land Registry will endeavour to maintain confidentiality. Tenderers should note, however, that, even where information is identified as commercially sensitive, Land Registry may be required to disclose such information in accordance with the FoIA or the Environmental Information Regulations. In particular, Land Registry is required to form an independent judgment concerning whether the information is exempt from disclosure under the FoIA or the EIR and whether the public interest favours disclosure or not. Accordingly, Land Registry cannot guarantee that any information marked confidential or commercially sensitive will not be disclosed. 7.0 Where a Tenderer receives a request for information under the FoIA or the EIR during the procurement process, this should be immediately passed on to Land Registry and the Tenderer should not attempt to answer the request without first consulting with Land Registry. 8.0 TENDER VALIDITY 8.1 Your Tender should remain open for acceptance for a period of 30 days. A Tender for a shorter peiod may be rejected. 9.0 TIMESCALES 9.1 Set out below is the proposed procurement timetable. This is intended as a guide and whilst Land Registry does not intend to depart from the timetable it reserves the right to do so at any stage DATE STAGE 23/01/2012 ITT to be issued to Tenderers by Land Registry 14/02/2012 (GMT 12:00) Closing date and time for receipt by Land Registry of Tenderer Responses to the ITT

8 w/c 20/2/2012 w/c 26/03/2012 Evaluation of ITT Responses commences Formal award of contract 11/10/2012 Date of Conference Dinner and commencement of Catering Serives 10 AUTHORITY S CONTACT DETAILS 10.1 Unless stated otherwise in these Instructions or in writing from Land Registry, all communications from Tenderers (including their sub-contractors, consortium members, consultants and advisers) during the period of this procurement exercise must be directed to the designated Land Registry contact named in paragraph 4.9 above All communications should be clearly headed Invitation to Tender for Land Registry United Nations Economic Commission for Europe Conference Dinner and include the name, contact details and position of the person making the communication Requests for Tender clarifications must be submitted in accordance with the procedure set out in paragraph 17.0 Queries Relating to Tender. 11 INTENTION TO SUBMIT A TENDER 11.1 Tenderers must confirm in an to corporateprocurement@landregistry.gsi.gov.uk no later than 17:00 on 06/02/12 indicating that they intend to submit a Tender and be bound by the Conditions of Tender. 12 PREPARATION OF TENDER 12.1 Tenderers must obtain for themselves at their own responsibility and expense all information necessary for the preparation of Tenders. Tenderers are solely responsible for the costs and expenses incurred in connection with the preparation and submission of their Tender and all other stages of the selection and evaluation process. Under no circumstances will Land Registry, or any of their advisers, be liable for any costs or expenses borne by Tenderers, sub-contractors, suppliers or advisers in this process Tenderers are required to complete and provide all information required by Land Registry in accordance with the Conditions of Tender and the Invitation to Tender. Failure to comply with the Conditions and the Invitation to Tender may lead Land Registry to reject a Tender Response Land Registry relies on Tenderers' own analysis and review of information provided. Consequently, Tenderers are solely responsible for obtaining the information which they consider is necessary in order to make decisions regarding the content of their Tenders and to undertake any investigations they consider necessary in order to verify any information provided to them during the procurement process Tenderers must form their own opinions, making such investigations and taking such advice (including professional advice) as is appropriate, regarding the suppliers services and their Tenders, without reliance upon any opinion or other information provided by Land Registry or their advisers and representatives. Tenderers should notify Land Registry promptly of any perceived ambiguity, inconsistency or omission in this ITT, any of its associated documents and/or any other information issued to them during the procurement process SUBMSSION OF TENDERS 13.1 The Tender must be submitted in the form specified in the Form of Tender instructions in Section Two: Schedule One. Failure to do so may render the Response non-compliant and it may be rejected Land Registry may at its own absolute discretion extend the closing date and the time for receipt of Tenders specified in paragraph 8.0.

9 13.3 Any extension granted under paragraph 8.0 will apply to all Tenderers Tenderers must their completed Tenders to the name and adress provided in paragraphn 4.9 by GMT 12:00 on 14/02/ All in the form specified in the Form of Tender, the Tender is to be signed by the Tenderer s authorised representative The Tender and any documents accompanying it must be in the English language Price and any financial data provided must be submitted in or converted into pounds sterling. Where official documents include financial data in a foreign currency, a sterling equivalent must be provided Tenders will be received any time up to the deadline stated above. Tenders received before this deadline will be retained in a secure environment, unopened until the opening date Land Registry does not accept responsibility for the premature opening or mishandling of Tenders that are not submitted in accordance with these instructions CANVASSING 14.1 Any Tenderer who directly or indirectly canvasses any officer, member, employee, or agent of Land Registry concerning the establishment of a contract as a result of this procurement or who directly or indirectly obtains or attempts to obtain information from any such officer, member, employee or agent concerning any other Tenderer, Tender or proposed Tender will be disqualified 15.0 DISCLAIMERS 15.1 Whilst the information in this ITT and any supporting documents has been prepared in good faith, it does not purport to be comprehensive nor has it been independently verified Neither Land Registry, nor their advisors, nor their respective directors, officers, members, partners, employees, other staff or agents: Makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of the ITT; or Accepts any responsibility for the information contained in the ITT or for their fairness, accuracy or completeness of that information nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication Any persons considering making a decision to enter into contractual relationships with Land Registry following receipt of the ITT should make their own investigations and their own independent assessment of Land Registry and its requirements for the services and should seek their own professional financial and legal advice. For the avoidance of doubt the provision of clarification or further information in relation to the ITT or any other associated documents is only authorised to be provided following a query made in accordance with paragraph 17.0 of this Invitation to Tender Any contract concluded as a result of this ITT shall be governed by English law COLLUSIVE BEHAVIOUR 16.1 Any Tenderer who: Fixes or adjusts the amount of its Tender by or in accordance with any agreement or arrangement with any other party; or

10 Communicates to any party other than Land Registry the amount or approximate amount of its proposed Tender or information which would enable the amount or approximate amount to be calculated (except where such disclosure is made in confidence in order to obtain quotations necessary for the preparation of the Tender or insurance or any necessary security); or Enters into any agreement or arrangement with any other party that such other party shall refrain from submitting a Tender; or Enters into any agreement or arrangement with any other party as to the amount of any Tender submitted; or Offers or agrees to pay or give or does pay or give any sum or sums of money, inducement or valuable consideration directly or indirectly to any party for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender, any act or omission, shall (without prejudice to any other civil remedies available to Land Registry and without prejudice to any criminal liability which such conduct by a Tenderer may attract) be disqualified QUERIES RELATING TO TENDER 17.1 All requests for clarification about the requirements or the process of this procurement exercise shall be made in accordance with 17.0 of these Instructions Clarification requests can be submitted via only to Land Registry s designated contact point as detailed in para 4.9 from 24/01/ No further requests for clarifications will be accepted after GMT 12:00 on 13/02/ In order to ensure equality of treatment of Tenderers, Land Registry intends to publish the questions and clarifications raised by Tenderers together with Land Registry s responses (but not the source of the questions) to all participants on a regular basis Tenderers should indicate if a query is of a commercially sensitive nature where disclosure of such query and the answer would or would be likely to prejudice its commercial interests. However, if Land Registry at its sole discretion does not either; consider the query to be of a commercially confidential nature or one which all Tenderers would potentially benefit from seeing both the query and Land Registry s response, Land Registry will: Invite the Tenderer submitting the query to either declassify the query and allow the query along with Land Registry s response to be circulated to all Tenderers; or Request the Tenderer, if it still considers the query to be of a commercially confidential nature, to withdraw the query Land Registry reserves the right not to respond to a request for clarification or to circulate such a request where it considers that the answer to that request would or would be likely to prejudice its commercial interests AMENDMENTS TO TENDER DOCUMENTS 18.1 At any time prior to the deadline for the receipt of Tenders, Land Registry may modify the ITT by amendment. Any such amendment will be numbered and dated and issued by Land Registry to all prospective Tenderers. In order to give prospective Tenderers reasonable time in which to take the amendment into account in preparing their Tenders, Land Registry may, at its discretion, extend the Deadline for receipt of Tenders LATE TENDERS

11 19.1 Any Tender received after the Deadline may be rejected unless the Tenderer can provide irrefutable evidence that the Tender was capable of being received by the due date and time RIGHT TO REJECT/DISQUALIFY 20.1 Land Registry reserves the right to reject or disqualify a Tenderer where: The Tenderer fails to comply fully with the requirements of this Invitation to Tender or is guilty of a serious misrepresentation in supplying any information required in this document; or The Tenderer is guilty of serious misrepresentation in relation to the Tender process; or There is a change in identity, control, financial standing or other factor impacting on the selection and/or evaluation process affecting the Tenderer RIGHT TO CANEL, CLARIFY OR VARY THE PROCESS 21.1 Land Registry reserves the right to: Amend the terms and conditions of the Invitation to Tender process, Cancel the evaluation process at any stage; and/or Require the Tenderer to clarify its Tender in writing and/or provide additional information. (Failure to respond adequately may result in the Tenderer not being selected) DEBRIEFING 22.1 Following an award of contract, all unsuccessful Tenderers will be afforded the opportunity of a debriefing. Unsuccessful Tenderers should notify Land Registry in writing that they wish to be debriefed STATEMENT OF COMPLIANCE 23.1 A Statement of Compliance can be found at Section 6, Schedule 3. This will be used by Land Registry for checking the completeness of all returned Tenders in accordance with the said Schedule 3. Tenderers shall ensure a response is provided for each item listed on the Statement of Compliance. Failure to do so may result in the Tenderer being disqualified from the award process.

12 SECTION 2 PART B - TENDERING PROCESS (TENDER EVALUATION) 24.0 INTRODUCTION 24.1 The Tender process will be conducted to ensure that Tenders are evaluated fairly to ascertain the most economically advantageous tender Account will also be taken of any factors which may impact on the Tenderers suitability that emerge from the tendering process EVALUATION OF TENDERS 25.1 Tenderers Response to the questions contained in the Response Requirements and their Response to the Specification along with pricing information and any other information, specifically related to the evaluation of Tenders and requested by Land Registry in this ITT will be evaluated in accordance with the Evaluation Criteria below. EVALUATION CRITERIA CRITERION PERCENTAGE WEIGHTINGS Proposed Catering Service Overall Weighting 35% Suitability of Menu & Quality of Produce 15% Level of relevant previous experience /references 15% Compliance with relevant legislation and application of Best Practice 5% Site Visits Overall Weighting 15% Price Overall Weighting 50% Overall Whole Life Costs/VFM 45% Value add 5% 25.2 At the conclusion of the evaluation, Land Registry intends to award a contract to the Tenderer(s) who, in the opinion of Land Registry, offers the most economically advantageous Tender(s) having regard to the award criteria set out in table above. Land Registry is not bound to accept the lowest Tender and reserves the right not to accept any Tender or enter into any agreement AWARD STAGE 26.1 Land Registry will provide all unsuccessful Tenderers with an unsucessful letter following completion of the evaluation process and once appropriate internal approvals have been received to enable an award of contract to be made.

13 SECTION 3: SPECIFICATION In October, Land Registry is honoured to be hosting a two day UNECE Conference. To support the launch of its business growth and international strategies, the two-day UNECE conference will be held in London on October An announcement was made to the UNECE community in October 2011 in Amsterdam and Invitations will be sent to 56 UNECE member states and key stakeholders. Catering services will need to be commissioned for the Conference Dinner, which is due to take place on 11 th October 2012, in the White Tower, Banqueting Suite for approximately 150/200 delegates and Land Registry guests. The delegates and Land Registry guests will be transferred from hotel(s) to the Conference Dinner between 18:00 18:30 to the following venue: White Tower/ Banqueting Suite Tower of London Conference Dinner: Transfer to hotel(s): Land Registry would like the theme throughout the Conference Dinner to focus on traditional English and Welsh food of good quality made with fresh produce. Vegetarian alternatives must be included. Conference Dinner: to include three courses with Canapés (four per person) and a cheeseboard served with coffee Caterers are encouraged to be as innovative as possible, around menu ideas for the Conference Dinner and canopies etc. All standard aspects related to providing a Conference Dinner service are too included and individually costed. Additional suggestions can also be included but are to be costed separately. It is a great time for Land Registry to host this event, as it is also the year in which we celebrate our 150th anniversary, Her Majesty The Queen - Golden Jubilee and the London 2012 Olympic and Paralympic Games to name but a few.

14 SECTION 4: TENDERERS RESPONSE TO SECTION 3 - SPECIFICATION INTRODUCTION The Tenderer must provide a written proposal to meet the deliverables stated in Section 3 Specification.

15 SECTION 5: COMMERCIAL RESPONSE REQUIREMENTS COMPANY DETAILS Please complete Schedeule 6 Company Details. CHARGES Tenderers must complete Schedule 4 - Charges with all the proposed charges/prices to provide the Services. The charges/prices must cover all requirements. All charges/prices must be expressed in pounds sterling and should be exclusive of VAT. TERMS & CONDITIONS OF CONTRACT The terms and conditions of contract in respect of this procurement are in Schedule 5.

16 SECTION 6: SCHEDULES SCHEDULE 1: FORM OF TENDER TO BE COMPLETED BY THE TENDERER To: Date: [Tenderer to insert name and address of Authority] [Tenderer to insert date] PROVISION OF: [Tenderer to insert title of requirements from front sheet of ITT] To: Land Registry` From: [Tenderer to insert name of organisation submitting Tender ] Having examined the Invitation to Tender and all other Schedules, and being fully satisfied in all respects with the requirements of the ITT (including the Conditions of Tender). I/We hereby offer to provide Land Registry United Nations Economic Commission for Europe Conference Dinner, as specified in Section 3 Specification at the prices shown in Schedule 4 - Charges for the term of 1 Year, (with a possible extension of a further 12 months) and in accordance with the Terms and Conditions of Contract I/We confirm that I/we agree with Land Registry in legally binding terms to comply with the provisions relating to confidentiality set out in paragraphs 5.1 to 5.4 of the Invitation to Tender. In compliance with your requirements as set out in your ITT I have completed and enclose the following documents: SECTION SIX SCH. 1 - SECTION SIX: SCH. 4 - SECTION SIX: SCH. 4 - FORM OF TENDER CHARGES COMPANY DETAILS In compliance with the requirements set out in your Invitation to Tender, which I confirm I have read and fully understand. I also confirm that I have complied with the specific requirements set out in the documents detailed in the table below: SECTION SIX: SCH. 2 - COLLUSIVE TENDERING SECTION SIX: SCH. 3 - TENDER RESPONSE AND STATEMENT OF COMPLIANCE This Tender shall remain open for acceptance by Land Registry for a period of 30 days as stated in paragraph 7.1 after the due date for return of tenders specified in the Invitation to Tender. I warrant that I have all the requisite corporate authority to sign this Tender and confirm that I have complied with all the requirements set out in Section Six; Schedules 1 to 3 inclusive.

17 Signed for and on behalf of the above named Tenderer:

18 SCHEDULE 2: COLLUSIVE TENDERING TENDER FOR SERVICES FOR LAND REGISTRY UNITED NATIONS ECONOMIC COMMISSION FOR EUROPE CONFERENCE DINNER The essence of the public procurement process is that Land Registry shall receive bona fide competitive Tenders from all Tenderers. In recognition of this principle and in signing Schedule 1: Form of Tender I/we warrant 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 and prices quoted by or under or in accordance with any agreement or arrangement with any other party. I/We also confirm that I/we have not done and undertake that I/we will not do at any time any of the following acts: Communicate to a party other than Land Registry the amount or approximate amount of my/our proposed Tender (other than in confidence in order to obtain quotations necessary for the preparation of the Tender and/or insurance), enter into any agreement or arrangement with any other party that he shall refrain from tendering or as to the amount of any Tender to be submitted, or offer or agree to pay or give or pay or give any sum of money inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused any act or omission to be done in relation to any other tender or the proposed Tender. In this Schedule: the word person includes any person, body or association, corporate or incorporate the phrase any agreement or arrangement includes any transaction, formal or informal whether legally binding or not.

19 SCHEDULE 3: TENDER RESPONSE & STATEMENT OF COMPLIANCE Tenderers to ensure the following information is provided: 1. A reposnse to each requirement as outlined in Section 4, using the table in Section The Tenderer must provide a written proposal, to meet the deliverables stated in Section 3 Specification. 3. Risks Tenderers are to identify any risks associated with their proposal in achieving the outcomes and deliverables, together with the controls and contingencies that may be able to mitigate these risks. 4. Charges Schedule 4 is to be completed in full. All costs are to be identified. Tenderers are required to explain the pricing methodology to ensure Land Registry has a full understanding of the costs proposed. Tenderers are also invited to propose any value add propositions to enhance the overall proposal being offered. 5. **Terms and Conditions - Schedule 5. OGC Model Terms and Conditions of Contracts for Service, which are based on Government Agreed Standard Model Terms and Conditions and Conditions for Service will govern this contract. Tenderers are to confirm their acceptance of these Terms and Conditions. 6. Operational - Please provide information on your previous experiences and track record with regard to delivering and supporting a similar service requirement. Please provide references to support previous experience as necessary. 7. The Authority may seek to clarify Responses given by a Tenderer but reserves the the right to reject any Tender Response, which fails to meet this initial compliance. Model Terms and Conditions of Contracts for Services

20 SCHEDULE 4 CHARGES All charges/prices must be expressed in pounds sterling and should be exclusive of VAT. Costs are to be based on providing catering services for Conference Dinner catering for circa 150/200 delegates and Land Registry guests for three courses with Canapés (four per person) and a cheeseboard served with coffee per person. Please note, all costs are to be individually broken down. Any additional suggestions can also be included but are to be costed separately.

21 SCHEDULE 5 TERMS & CONDITIONS OF CONTRACT It is proposed that Land Registry will use the OGC Model Terms and Conditions of Contracts for Services for this contract. ** However suppliers are invited to propose their own terms and conditions (subject to Land Registry review and agreement).

22 SCHEDULE 6 COMPANY DETAILS INFORMATION REQUIRED RESPONSE Registered Company Name Registered Company Address Registered Number Contact Name for Enquiries related to your tender Contacts company position Contacts address Contacts landline telephone number Contacts mobile telephone number

23 TABLE 1: EXECUTIVE SUMMARY The executive summary should focus on the key features of the Tenderer s Response including all key assumptions made by the Tenderer (but excluding all pricing/financial information) The objective of the executive summary is to provide Land Registry with a clear, concise and complete summary of the Tenderer s Response together with an insight into the reasoning and rationale behind the Response. The executive summary should be no more than 10 pages of A4 text highlighting the key strengths of the Response to demonstrate how the Tender represents value for money to Land Registry. It is intended that the executive summary should provide a useful introduction to the Response for evaluators, as well as senior stakeholders who may not be involved in the detailed evaluation. Whilst the executive summary will not be formally evaluated, it will be scrutinised for consistency with your Response and clarification will be sought if required. The executive summary must only contain information drawn from other areas of your Response and must not contain any new material. Whilst diagrams and photographs may be used, they should be high level and should not be used to support other parts of the Response where more detailed information is required. TABLE 2: RESPONSE TO THE COMMERCIAL REQUIREMENTS AND COMPLETION OF SCHEDULES 4, 5, 6 Included (Yes/No) Comments SECTION SIX: SCHEDULE FOUR: CHARGES SECTION SIX: SCHEDULE FIVE: TERMS AND CONDITIONS SECTION SIX: SCHEDULE SIX: COMPANY DETAILS

24 TABLE 3(a): STATEMENT OF COMPLIANCE Included (Yes/No) Comments SECTION TWO: SCHEDULE ONE: FORM OF TENDER TABLE 3(b): CONFIRMATION OF COMPLIANCE WITH: Compliant (Yes/No) Comments SECTION TWO: SCHEDULE TWO: COLLUSIVE TENDERING

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