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1 PROPERTY MANAGEMENT INTRODUCTORY GUIDANCE NOTES FOR THE APPLICATION TO THE APPROVED LIST OF CONTRACTORS CONTRACTORS GUIDANCE NOTES APPLICATION FORM ISSUED BY: PROPERTY MANAGEMENT UNIT WEST YORKSHIRE FIRE & RESCUE SERVICE OAKROYD HALL BIRKENSHAW WEST YORKSHIRE BD11 2DY ISSUE, DATE: V2, MAY 2012

2 APPLICATION FOR INCLUSION TO THE APPROVED LIST OF CONTRACTORS FOR WORKS AND SERVICES Purpose of Document This form is to be used by contractors applying to carry out construction related works and services for West Yorkshire Fire and Rescue Service. The completed form will be used by the Property Management Unit to assess the suitability of applications, prior to work orders being placed. Acceptance on the Approved List of contractors cannot however guarantee that any work orders will be issued to that contractor. Successful contractors will be notified of their inclusion on the approved list. Format of Documents The document consists of the detailed Application Form with separate introductory Guidance Notes. These introductory Guidance Notes (Sections A-D) provide supporting and guiding information to assist completion of the Application Form and are for your retention. The Application Form, (Sections E-R) provides a detailed breakdown of all required information and is to be fully completed and returned to the Property Management Unit of West Yorkshire Fire and Rescue Service. Any changes to the format of this application form will render it invalid. Please contact the Property Management Unit of West Yorkshire Fire and Rescue Service if you have any queries WITH ANY ASPECT OF THIS DOCUMENT on: Bradford (01274) or Fax. (01274) Page 2 of 11

3 GUIDANCE NOTES Please read the following notes they will assist you when making your application. The application is made up of: The Guidance Notes, which contain the contract conditions. You should read these before completing the questionnaire and keep this document for future reference. The Application Form, which is the questionnaire itself and should be completed in full and returned, together with any additional information that may have been requested, to the Property Management Unit at the address on Page 1. SHOULD YOU HAVE ANY QUERIES REGARDING THE QUESTIONNAIRE OR ARE UNSURE HOW TO ANSWER A PARTICULAR QUESTION, PLEASE CONSULT THE PROPERTY MANAGEMENT UNIT. PLEASE NOTE: IT IS ESSENTIAL THAT ALL SECTIONS ARE FULLY COMPLETED INSURANCES You will notice that Section M of the Application Form is concerned with Insurances. A copy of your Certificates should be returned with your application. TECHNICAL REFERENCES We require the names and addresses of at least THREE TRADING REFEREES for the main trade or service for which you are applying including a referee from a public body or local authority if you currently or have previously carried out works for such an organisation. Please also identify a financial referee i.e. your bank or bankers. ACCOUNTS You must submit copies of your latest audited trading accounts with your completed questionnaire. When all the information has been received your application will be assessed and we will then write to advise you as whether or not your application has been successful. Page 3 of 11

4 WEST YORKSHIRE FIRE AND RESCUE AUTHORITY IMPORTANT: THESE DOCUMENTS CONTAIN CONTRACT CONDITIONS SECTION CONTENT SECTION A GENERAL CONDITIONS SECTION B WORKS UNDER JCT OR OTHER STANDARD CONTRACTS SECTION C ACCOUNTS PROCEDURES SECTION D SCHEDULE OF WORK CATEGORIES Page 4 of 11

5 A A1 GENERAL CONDITIONS OF THE APPROVED LIST a. The Authority is not bound to invite tenders only from Contractors on the approved list, although it will normally do so. Inclusion in the approved list does not guarantee that invitations to tender will be made. The approved list is divided into categories by type of work and value. Contractors will not be automatically invited to tender for work subject to competition under Government legislation (i.e. Schedule of Rates contracts and other advertised contracts) and should respond to advertisements in the usual way.) b. Where invitations to tender for a contract are to be made from an appropriate category, Contractors will be selected in accordance with the rules determined by the Authority in the Standing Orders relating to contracts. c. Where a Contractor is selected to submit a tender he is expected to submit a tender promptly in accordance with its terms and conditions. A2 All Contractors must have and maintain cover for Public Liability Insurance of at least 5,000,000, Employers Liability Insurance at 10,000,000, Product Liability Insurance at 5,000,000 (if applicable) and Professional Indemnity Insurance at 5,000,000 (if applicable). The Contractor shall, when required, be able to produce the policies for inspection. Certain projects may require a higher level of insurance cover. If contractors hold Professional Indemnity insurance a copy of this insurance shall be provided detailing the value of cover held. A3 A4 The Authority reserves the right to inspect the Contractor s property and to Inspect and test goods and materials during manufacture, processing or storage, either before or after seeking invitations for tender or awarding contracts. The Authority will reserve the right to make any such enquiries as it deems necessary to establish the financial standing of any Contractor at the time of the application and at any other time during the currency of the approved list, and the Contractor must cooperate with such enquiries. Page 5 of 11

6 A A5 GENERAL CONDITIONS OF THE APPROVED LIST (CONTINUED) The Authority reserves the right to refuse any application to be on the approved list, or to suspend or remove any Contractor from the list if:- a. The Contractor is or becomes, in the opinion of the Authority, unsuitable for inclusion on the list. b. The Contractor is unsatisfactory or performs inadequately in respect of any contract awarded to him by the Authority. Please refer to Section R for details of our KPI review process. c. The Contractor fails to tender, without adequate warning or notice, on one or a number of occasions having been invited to do so. d. The Contractor declines to tender on two occasions having been invited to do so. e. The contractor is deemed to have unsatisfactory Health and Safety Practices and Procedures. The Authority will notify the Contractor of any decision forthwith. This right is in addition to any rights and remedies the Authority may exercise in respect of any particular contract with the Contractor. A6 Value Added Tax Please note that for VAT purposes where there is a taxable supply (other than a zero rated supply) from a supplier, a full tax invoice is required in respect of this transaction. A guide to details to be shown on tax invoices appears within the Customs and Excise Notice No. 700 Value Added Tax General Guide Briefly, the requirements are as follows: - Invoice and order numbers to be shown - Date of invoice and date when work done - Suppliers name and address - VAT Registration number - Customer s name and address must be stated as West Yorkshire Fire & Rescue Authority, Oakroyd Hall, Birkenshaw, Bradford, BD11 2DY - Type of supply to be detailed - Description of work done - Quantity or amount payable excluding VAT - Discount Rate - Rate and amount of tax to be shown - Zero rated and exempt goods to be identified and totalled separately - Discounted to be deducted before adding VAT Page 6 of 11

7 A GENERAL CONDITIONS OF THE APPROVED LIST (CONTINUED) A7 Finance (No. 2 Act 2010) You are reminded that the Authority is obliged by law to deduct tax at the current rate from the labour content of any invoices submitted by you unless: a. The activity detailed on the order/contract is excluded from the scheme or, b. You are in possession of a current Tax Certificate which has been presented to the Fire Authority for examination. A8 Asbestos Contractors must note that when undertaking work for the Authority, if the presence of any Asbestos Material is suspected, all work must cease immediately and the Property Management Unit be contacted without delay. Only Asbestos Aware contract operatives are allowed to carry out invasive work on WYFRS Property. A9 Statutory and Regulatory Requirements All Contractors are reminded that they are required to work in accordance with all relevant statutory and regulatory requirements related to the services they are undertaking and should therefore ensure that they are fully aware of these requirements. B1 WORK UNDER JCT, OR OTHER CONTRACTS Certain categories of works either because of type or value will be carried out only under full contract documentation. These will generally be standard contracts as amended to comply with the Authority s Standing Orders and the particular demands of any works. Tenders must be submitted on the basis of the contract documentation stipulated or as stated in the invitation to tender. Page 7 of 11

8 C ACCOUNTS PROCEDURES It is essential that invoices submitted for payment should include all appropriate details including official order numbers. Failure to do so could lead to a delay in payment for which the Authority cannot accept liability. In addition to the VAT requirements (see Clause A6): C1 a. Interim payments will not be made on contracts of less than 10,000 in value without prior agreement of the Fire Authority. On contracts valued over 10,000 a 5% retention will be held of which half will be released on Practical Completion. The balance will be paid on completion and making good defects. b. The contractor must quote the appropriate order number on the submitted invoice. c. Where the Contractor is requested verbally to carry out emergency repair work he should delay submission of his invoice until a written confirmation order has been received. This should take no longer than fourteen days. d. The Authority reserves the right to inspect the Contractor s books, together with time sheets and other records relating to any particular job. Reasonable notice will, however, be given for this purpose. Page 8 of 11

9 D SCHEDULE OF WORK CATEGORIES Main Building Categories Category No: (To be quoted on Application Form) 100. General Building All Trades 101. Carpentry / Joinery & Shop-fitting 102. Roofing: Felt, Asphalt, Slating, Tiling, Profiled Sheet, etc Window Repairs & Replacements 104. General Glazing 105. Flooring Vinyl, Linoleum, Carpet, etc 106. General Metalwork, Welders & Fabricators 107. Plumbing General commercial, industrial & domestic 108. Painting & Decorating 109. Civil Engineering Drainage, Walling, Roads, Kerbs, etc 110. Asphalting Car Parks, Surfacing etc 111. Fencing Timber, Concrete, Metal, Chain Link, etc. Page 9 of 11

10 D SCHEDULE OF WORK CATEGORIES (CONTINUED) Specialist Trades and Services Category No: (To be quoted on Application Form) 200. Stone Cleaning Including Renovation 201. Scaffolding 202. Demolition 203. Asbestos Testing (Asbestos Licence required) 204 Asbestos Removal (Asbestos Licence required) 205. Appliance Bay Doors / Roller Shutter Installation, repair etc 206. General Locksmith & Ironmongery 207. Drain Clearance & CCTV Surveys etc 208. Special Cleaning: Contamination, spillages Suspended Ceilings 210. Partitioning 211. Specialist Floor & Wall Tiling 212. Sign Makers & Suppliers 213. Landscaping Planting of Trees, Shrubs; Grass Seeding, Turfing etc 214. Horticultural Maintenance Grass Mowing. Tree Surgery etc 215. Soft Furnishing Curtains & Blinds 216. Pest Control 217. Damp Proofing / Timber Treatment Page 10 of 11

11 D SCHEDULE OF WORK CATEGORIES (CONTINUED) Mechanical Services Category No: (To be quoted on Application Form) 300. Pipe / Space Heating Systems Commercial, Industrial & Domestic (Corgis registration required) 301. Air Conditioning 302. Ducted Ventilation Systems 303. Oil Burner Servicing 304. Gas Burner Servicing (Gas Safety Council Registration reference required) 305. Stoker Installation / Maintenance 306. Water Tank Treatment / Maintenance Electrical Services Category No: (To be quoted on Application Form) 400. Electrical Testing, Portable Appliance Testing 401. Electrical Installation & Repairs (NICEIC or ECA Membership Required) 402. Fire Alarms 403. Intruder Alarms (NACOSS or SSA Membership required) 404. Aerial Installations 405. Commercial / Domestic Appliances Repairs & Replacements 406. Commercial / Domestic Kitchen Equipment Repairs & Replacements 407. Closed Circuit Television (CCTV) 408. Automated Security Barriers & Gates Installation Maintenance & Repairs Page 11 of 11

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