SOAS INTEGRATED FACILITIES MANAGEMENT CONTRACT CONTENTS 1 INTRODUCTION 2 BACKGROUND 3 INSTRUCTIONS TO BIDDERS 4 DATA PACK 5 BIDDER CONFERENCE & SITE VISITS 6 TENDER EVALUATION 7 FORM OF TENDER SOAS Integrated Facilities Management Contract Invitation to Tender Instructions for Bidders (Published 8 September 2015) 1
Glossary SOAS Bidder(s) / you / your Contract Contractor PQQ ITT Process Regulations Required Services PQQ Response Tender SOAS, University of London, the contracting authority. The economic operators who have been invited to participate in this tender exercise. The proposed Integrated Facilities Management Contract based on the NEC3 TSC Option A (April 2013 edition) comprising a memorandum of agreement and schedules 1-12. The successful Bidder to whom it is envisaged that the Contract will be awarded. This Pre-Qualification Questionnaire issued on 8.9.15 in relation to this Process. This invitation to tender, its appendices and the Contract. The restricted procurement process being followed by SOAS pursuant to the Regulations, for the purpose of identifying a contractor to carry out the Required Services. The Public Contracts Regulations 2015 (SI 2015/102). The integrated facilities management services as set out in the OJEU Notice, on the SOAS, University of London website at http://www.soas.ac.uk/purchasing/contractopportunities and on Business Link (Contracts Finder) on the 8 th September 2015 and as further described in the procurement documents available at the above website. The Bidder s response to the PQQ. The Bidder s tender in response to this ITT containing all the information requested from the Bidder. 2
1 INTRODUCTION 1.1 This is a restricted procedure being conducted under the Regulations. 1.2 SOAS requires a Contractor to deliver the Required Services. 1.3 The Contract will be for a term of five (5) years and two (2) months commencing on 1 st June 2016 and will end on 31 st July 2021. There is an option to extend the Contract by up to two years in two separate 12 month periods which is exercisable at SOAS s discretion. 1.4 This ITT comprises: a) Instructions for Bidders b) Notes for Bidders c) Checklist of Documents to be returned comprising: i. Price List ii. iii. iv. Method Statements Completed Risk Register (using the template provided) Contract Data Part Two (completed) v. Form of Tender (signed) d) Form of Tender e) Background Information 1.4 Issued with this Invitation to Tender is: Volume 1 SOAS Service Information Appendix 1 - Specification Appendix 2 Mobilisation Requirements Appendix 3 - Service Matrix Appendix 4 - Contract Exit Requirements Appendix 5 Pricing Appendix 6 Payment Appendix 7 Contract Management 3
Appendix 8 Reporting Requirements Appendix 9 Incentive Schedule & KPI Performance Model Appendix 10 Continuous Improvement & Innovation Volume 2 Price Book Volume 3 Contract Data Parts 1 and 2 Volume 4 Instructions to Bidders (this document) Tender Evaluation Matrix Volume 5 Contract Schedule 3 - Option Z (Additional conditions of contract) Schedule 4 Performance Bond Schedule 5 Parent Company Guarantee Schedule 10 Collateral Warranty Agreements Schedule 11 The Transfer of Undertakings (Protection of Employment) Regulations 2006 Volume 6 Data Pack - to follow 1.5 An indicative programme for the post - tender process is set out below. Date Activity 10 November 2015 Formal issue of final ITT 23 December 2015 Tender return date 24 December 7 March 2016 Tender evaluation & clarification 10 March 23 March 2016 Notification of award & Standstill Period 18 April 2016 Contract finalisation & award 1 June 2016 Go Live - Senate House, North Block 1 October 2016 Go Live All Other Locations 2 BACKGROUND 2.1 SOAS is the UK's leading centre for the study of a range of language-based humanities and social sciences subjects concerned with Asia, Africa and the Middle 4
East. SOAS has a particular concern with international issues such as human rights, poverty reduction and globalisation. SOAS has developed key Core Values for the Vision and Strategy and as an institution it is important for us that we act as we think. Those that SOAS seek to partner with must demonstrate an understanding and acceptance of these Core Values through the highest standards of deportment and practice. This includes a genuine commitment to the personal development and well-being of its employees at all levels and a desire to positively engage with and communicate with a diverse range of stakeholders in a transparent and equal manner. The SOAS Estate 2.2 The SOAS estate is concentrated in Bloomsbury and comprises 6 buildings consisting of approximately 42,395 m 2 of space and includes the following: Building Location Main Use Net Internal Area College Building Thornhaugh Street Academic offices, teaching library & other offices 26,672 Brunei Gallery Thornhaugh Street Academic offices, teaching library, other offices & Museum/ Gallery 21-22 Russell Square Russell Square Academic Offices & teaching Faber Building 23-24 Russell Square Academic Offices, teaching & other offices 53 Gordon Square 53 Gordon Square Post graduate studies, offices Senate House North Block Malet Street Academic Offices, teaching, informal learning spaces, & student hub 4,045 1,437 2,010 1,169 7,062 2.3 The estate was last surveyed in 2014 and found to be 90% in Condition A or B; the fabric and building services having been subject to an investment of almost 22m within the last ten years. The current data provides a firm foundation for the development of a forward works plan and is anticipated to provide the base data for the CAFM system. SOAS has continued plans for the refurbishment and improvement of the estate. 2.4 The SOAS Library is one of the world's most important academic libraries for the study of Asia, Africa and the Middle East. The Library attracts scholars from all over the world to consult its holdings and further their research. The Library houses over 1.3 million volumes at the SOAS campus at Russell Square in central London, together with a major collection of archives, manuscripts, rare books and special 5
collections, an expanding Digital Library and a growing network of electronic resources. 2.5 Currently under construction and due for handover in June 2016, is Senate House North Block which will be a state of the art research, teaching and student provision precinct. The precinct will ensure the future of SOAS as a top flight university which offers a unique resource for a complex world, and an institution of which our alumni can remain truly proud. Current Arrangements 2.6 SOAS currently has a range of contracts for the delivery of FM services. Routine cyclical and reactive maintenance is delivered through a wide range of maintenance suppliers. However the biggest maintenance contract is with Mitie for the delivery of PPM and reactive maintenance for the majority of assets across the estate and further supported by Mitie s specialist sub-contractors. ISS delivers cleaning, portering and painting / handyman services across the estate. Security services at SOAS are delivered by CIS who provide reception services and manned guarding across the estate. Overview of the Contract 2.7 SOAS is procuring a single integrated FM contract incorporating: Hard FM services (including minor works) Grounds maintenance Soft FM services (security, cleaning, pest control, portering, mail room, reception and switchboard services) FM Helpdesk 2.8 As well as undertaking the Contract procurement, SOAS is undertaking the restructuring of the Estates & Facilities management team, one of whose responsibilities will be the management of the new FM contract. 2.9 SOAS is seeking a Contractor with a strong customer focus who is able to work collaboratively with SOAS, deliver innovative service solutions and positively embrace continuous improvement. The Contract will involve the primary TUPE transfer of circa three (3) SOAS directly employed staff and the secondary TUPE transfer of circa one hundred (100) existing Contractor staff. SOAS is looking for a Contractor with a proven track record in both these areas and the ability to manage these aspects of the Contract successfully. 2.10 Bidders should note that negotiation of the Contract terms is not permitted. Bidders should therefore satisfy themselves whether they are willing to accept the Contract terms prior to submitting their Tender. In the event that the successful Contractor attempts to negotiate the terms of Contract SOAS reserves the right to reject the Contractor s Tender, disqualify the Contractor from this Process and invite the next placed Bidder to enter into the Contract and perform the Required Services. 2.11 The Contract is set out in Volumes 1, 2, 3 and 5. It will consist of: 6
Memorandum & signature page Schedule 1 - NEC3 Term Service Contract Option A (April 2013) Schedule 2 Contract Data Parts 1 and 2 Schedule 3 Option Z (Additional conditions of contract) Schedule 4 Performance Bond Schedule 5 Parent Company Guarantee Schedule 6 Service Information Schedule 7 Accepted Plan Schedule 8 Form of Risk Register Schedule 9 Price List Schedule 10 Collateral Warranty Agreements Schedule 11 The Transfer of Undertakings (Protection of Employment) Regulations 2006 [Schedule 12 Pensions to be inserted at final ITT] 2.10 The purpose of this ITT is to: ask Bidders to submit their Tenders in accordance with the instructions set out in the remainder of this ITT; set out the overall timetable and process for this Process to Bidders; provide Bidders with sufficient information to enable them to submit a compliant Tender; set out the Award Criteria and the Tender Evaluation Model that will be used to evaluate the most economically advantageous Tender; explain the administrative arrangements for the receipt of Tenders; explain the Required Services; set out the terms of the proposed Contract for the Required Services; and set out the terms and conditions which Tenderers are deemed to agree to by participating in this Process. In submitting a Tender it will be implied that Bidders accept all the terms and conditions contained in this ITT. Tenders are submitted on the basis that Bidders consent to: 7
SOAS carrying out all necessary actions to verify the information that you have provided; the analysis of your Tender being undertaken by a third party commissioned by SOAS for such purposes; and SOAS requesting further information from you as part of this verification process or to clarify any elements of your Tender that are not clear. 3 INSTRUCTIONS TO BIDDERS 3.1 Bidders invited to submit a Tender are advised first to read this ITT carefully to ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their Tender is accepted. No claims by the Contractor for additional payments under the Contract will be permitted on the grounds of misunderstanding or misinterpretation due to lack of knowledge of the requirements set out in the ITT (including without limitation the Contract terms and conditions). The Contractor will be required to provide the Required Services in accordance with the terms of the Contract including the pricing submitted by that Contractor as part of its Tender. Bidders should therefore check their Tenders for arithmetical errors or omissions in prices before submission. Pricing assumptions and qualifications may not be accepted by SOAS. Bidders must raise a clarification prior to the clarification deadline rather than submitting a Tender with pricing assumptions and qualifications. 3.2 Bidders should submit their Tenders including all requested supplementary information by 12 Noon on Wednesday, 23 December 2015 (note that SOAS may in its own absolute discretion extend this deadline and in such circumstances SOAS will notify all Bidders of any change) the Tender Deadline. Incomplete tender submissions may result in exclusion from the Process. Bidders must provide two hard copies of their tender plus an electronic copy on a memory stick. Tenders must be addressed to: Steven Gobby Gardiner & Theobald LLP 10 South Crescent London, WC1E 7BD 3.3 Tenders must be sealed and marked SOAS IFM Procurement. 3.4 Any Tender received after the Tender Deadline shall not be opened or considered. 3.5 No alterations may be made in the Invitation to Tender and if any alteration is made or these instructions are not fully complied with, the Tender may be rejected. 3.6 The Tender must not be: a) qualified; or b) conditional; or c) accompanied by statements which could be construed as rendering it equivocal and/or submitted on a different footing from those of other bidders. 8
In the event that a Tender is deemed by SOAS to be a), b) or c) then SOAS may ask a Bidder to withdraw such qualification, condition or statement or SOAS may reject such Tender. 3.7 SOAS is not bound to accept the lowest or any tender and shall not be responsible for any costs in connection with the preparation thereof. Contract award will be based on the most economically advantageous (in terms of the criteria set out in this ITT) Tender received. 3.8 The outcome of this Process and the decision to award the Contract to the successful Bidder will be communicated to all Bidders in a manner compliant with the Regulations. 3.9 The successful Bidder will, after satisfactory expiry of the statutory standstill period be required to execute the Contract without amendment. 3.10 In order to create a complete Contract, Contract Data Parts 1 and 2 need to be completed in full. Contract Data Part 1 is provided as part of this ITT. Bidders are advised to read this document carefully to ensure that they are fully familiar with the obligations therein. Bidders are required to complete and submit Contract Data Part 2, the proposed plan for carrying out the Required Services, the price list and risk register (all as required by the NEC3 Term Service Contract in order to create a complete contract) with their Tender. The successful Bidder s completed Contract Data Part 2, the proposed plan for carrying out the Required Services, the price list and risk register will form part of the Contract. 3.11 Tenders must remain valid for at least 6 months after the Tender Deadline. 3.12 Variant Tenders (ie Tenders which do not comply with this ITT including without limitation to the Service Information) will not be accepted. Bidder Clarifications 3.13 Should a Bidder be in doubt as to the interpretation of any part of the ITT or the Required Services or wish to clarify any aspect of the ITT or the Required Services they should submit their enquiry via email addressed to soasifm@gardiner.com. If a Bidder wishes SOAS to treat a clarification as confidential and not issue the response to all Bidders, it must state this when submitting the clarification. If, in the opinion of SOAS, the clarification is not confidential, SOAS will inform the Bidder and it will have an opportunity to withdraw it. If the clarification is not withdrawn, the response will be issued to all Bidders. Such non-confidential responses to clarifications will be anonymised and published weekly to all Bidders via email. 3.14 Final enquiries from Bidders should be received at least ten working days before the Tender Deadline. SOAS or its representatives cannot undertake to answer any queries received outside of this time. Clarifications about the contents of Tenders 3.15 SOAS reserves the right (but is not obliged) to seek clarification of any aspect of a Bidder s Tender during the evaluation phase where necessary for the purposes of carrying out a fair evaluation. Bidders are asked to respond to such requests 9
promptly. Vague or ambiguous answers are likely to score poorly or render the Tender non-compliant. SOAS may (but is not obliged to) request Bidders to supplement, clarify or complete relevant information or documentation where information appears to be incomplete, erroneous or missing. In the event SOAS receives a Tender containing information which SOAS considers to be an assumption and / or qualification, SOAS reserves the right to contact that Bidder to clarify the basis of such pricing and to invite such Bidder to confirm or correct elements of his Tender. In the event that this amounts to a clarification of this ITT, SOAS may, if it believes the clarification to be relevant to other Bidders in the interest of equal treatment and transparency, invite all Bidders to confirm or correct elements of their Tenders on the basis of the same clarification. Single Point of Contact 3.16 Bidders must nominate a single point of contact with whom the SOAS representative will communicate in respect of all matters throughout the Process. The name, telephone number and email address of the bidder s point of contact must be provided to Gardiner & Theobald (soasifm@gardiner.com) by no later than 12 November 2015. Warnings, disclaimers and costs 3.17 While the information contained in this ITT is believed to be correct at the time of issue, neither SOAS, its advisors, nor any other awarding authorities will accept any liability for its accuracy, adequacy or completeness, nor will any express or implied warranty be given. This exclusion extends to liability in relation to any statement, opinion or conclusion contained in or any omission from, this ITT and in respect of any other written or oral communication transmitted (or otherwise made available) to any Bidder. This exclusion does not extend to any fraudulent misrepresentation made by or on behalf of SOAS. 3.18 Neither the issue of this ITT, nor any of the information presented in it, should be regarded as a commitment or representation on the part of SOAS (or any other person) to enter into a contractual arrangement. 3.19 It is intended that the remainder of this Process will take place in accordance with the provisions of this ITT but SOAS reserves the right to terminate, amend or vary the Process by notice to all Bidders in writing. Subject to condition 3.22 below, SOAS will have no liability for any loss, expense, cost or liability caused to Bidders or any third party as a result of this. 3.20 Subject to condition 3.22 below, Bidders will not be entitled to claim any cost or expense that Bidders may incur in preparing a Tender, in providing any supplementary information, in clarifying information or in participating in this Process in any way. 3.21 Any attempt by a Bidder or its appointed advisors to inappropriately influence the Process in any way will result in that Bidder s Tender being disqualified. Any direct or indirect canvassing, price fixing or collusion by a Bidder or its appointed advisers in relation to this Process or any attempt to obtain information from any of the employees or agents of SOAS concerning another Bidder may result in disqualification from the Process at the discretion of SOAS. 10
3.22 Nothing in this ITT is intended to exclude or limit the liability of SOAS in relation to fraud or in other circumstances where SOAS liability may not be limited under any applicable law. 3.23 It is the Bidder s responsibility to ensure that any consortium member, subcontractor or adviser abides by these conditions. Confidentiality, publicity and freedom of information 3.24 The Freedom of Information Act 2000 ("FOIA"), the Environmental Information Regulations 2004 ("EIR"), and public sector transparency policies may apply to SOAS (together the "Disclosure Obligations"). Bidders should be aware of SOAS obligations and responsibilities under the Disclosure Obligations to disclose information held by SOAS. Information provided by Bidders in connection with this Process, or with any contract that may be awarded as a result of this Process, may therefore have to be disclosed by SOAS under the Dis-closure Obligations, unless SOAS decides that one of the statutory exemptions under the FOIA or the EIR applies. 3.25 If a Bidder wishes to designate information supplied as part of a Tender or otherwise in connection with this Process as confidential, it must provide clear and specific detail as to the precise elements which are considered confidential and/or commercially sensitive and why it considers an exemption under the FOIA or EIR would apply and the time exemption will apply. The use of blanket protective markings of whole documents such as "commercial in confidence" will not be sufficient. By participating in this procurement Bidders agree that SOAS should not and will not be bound by any such markings. 3.26 In addition, marking any material as "confidential" or equivalent should not be taken to mean that SOAS accepts any duty of confidentiality by virtue of such marking. Bidders must accept that the decision as to which information will be disclosed is reserved to SOAS, notwithstanding any consultation with the Bidder or any designation of information as confidential that may have been made. Bidders agree, by submitting a Tender, that all information is provided to SOAS on the basis that it may be disclosed under the Disclosure Obligations if SOAS considers that it is required to do so. 3.27 SOAS reserves the right to disclose all documents relating to this Process for the purpose of seeking advice from agents, giving advice as agents and where it is required to publish the documents in accordance with disclosure requirements as required by the government s transparency guidelines. 3.28 All information supplied SOAS, either in writing or orally, must be treated in confidence and not disclosed to any third party (save to professional advisers) unless the information is already in the public domain. 11
Conflict of interest 3.29 Any attempt by a Bidder or its advisors to influence the contract award process in any way may result in the Bidder being disqualified. Specifically, Bidders shall not directly or indirectly at any time: devise or amend the content of their Tender in accordance with any agreement or arrangement with any other person, other than in good faith with a person who is a proposed partner, supplier, consortium member or provider of finance; enter into any agreement or arrangement with any other person as to the form or content of any other Tender, or offer to pay any sum of money or valuable consideration to any person to effect changes to the form or content of any other Tender; enter into any agreement or arrangement with any other person that has the effect of prohibiting or excluding that person from submitting a Tender; canvass SOAS or any employees or agent of SOAS in relation to this Process; or attempt to obtain information from any of employees or agents of SOAS or its advisors concerning another Bidder or Tender. 3.30 Bidders are responsible for ensuring that no conflicts of interest exist between the Bidder and its advisers, and SOAS and its advisors. Any Bidder who fails to comply with this requirement may be disqualified from the Process at the discretion of SOAS. SOAS rights 3.31 SOAS reserves the right to: waive or change the requirements of this ITT from time to time without prior (or any) notice being given by SOAS (subject to the principles of transparency, equal treatment of Bidders and non-discrimination); seek clarification or documents in respect of a Tender; disqualify any Bidder that does not submit a compliant Tender in accordance with the instructions in this ITT; disqualify any Bidder that is guilty of serious misrepresentation in relation to its Tender, PQQ Response or this Process; withdraw this ITT at any time, or to re-invite Tenders on the same or any alternative basis; choose not to award any contract as a result of the Process; and 12
make whatever changes it sees fit to the timetable for this Process set out in this ITT, structure or content of the Process, depending on approval processes or for any other reason. Consortia and subcontracting 3.32 Where Bidders have relied in their PQQ Responses on the resources of consortia members or subcontractors SOAS requires Bidders to identify whether and which subcontracting or consortium arrangements apply in the case of their Tender, and in particular specify the share of the Contract they intend to sub-contract, any proposed sub-contractors, and precisely which entity they propose to be the provider of the Required Services (and who will enter into the Contract with SOAS). Consortium arrangements are groups of companies who have come together specifically for the purpose of bidding for this Contract, but envisage that they will establish a special purpose vehicle as the prime contracting party with SOAS. Subcontracting arrangements are groups of companies come together specifically for the purpose of bidding for Contract, but envisage that one of their number will be the Contractor, the remaining members of that group will be subcontractors to the Contractor. TUPE 3.33 This section is to be finalised and confirmed at a later date prior to formal issue of ITT Pensions 3.34 This section is to be finalised and confirmed at a later date prior to formal issue of ITT Verification of PQQ Response 3.35 SOAS will require the Contractor at the very end of this Process, prior to entering into the Contract for the Required Service, to supply evidence to support its PQQ Response, so it is advisable that Bidders ensure that such evidence can be made available upon request should they be successful in this Process. SOAS reserves the right to disqualify a Bidder prior to any award of contract, in the event that evidence to support the Bidder s PQQ Response is not provided upon request at the relevant time. Details of the information that SOAS may request is set out in the PQQ. No guarantee of contract 3.36 No information contained in this ITT, or in any communication made between SOAS (or its advisors, agents or representatives) and any Bidder in connection with this ITT, shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this ITT or this Process. SOAS reserves the right, subject to the Regulations, to change without notice the basis of, or the procedures for, the competitive tendering process or to terminate the Process at any time. Subject to condition 3.22 above, under no circumstances shall SOAS incur any liability in respect of this ITT or any supporting documentation. 13
4 DATA PACK 4.1 A Data Pack will be issued to Bidders providing relevant historical and current information relating to the Required Services. 4.2 All information within the Data Pack is commercially confidential and is provided for indicative purposes only. Bidders shall determine the optimum service proposals and most cost effective pricing structure to meet the overall requirements of the tender. SOAS makes no representation and provides no warranty, indemnity or assurance as to the accuracy or completeness of information or data contained or referred to in the Data Pack. 5 BIDDERS CONFERENCE & SITE VISITS 5.1 A Bidders conference hosted by SOAS will be held on Friday 13 November 2015. This will provide Bidders with the opportunity to better understand key characteristics of the SOAS estate. Site visits to SOAS premises will be held on the 16 th and 17 th November 2015. Bidder attendance at the site visits and Bidders conference will be limited to a maximum of four (4) attendees per Bidder. Bidders must confirm attendance and provide the names of their attendees for each occasion to soasifm@gardiner.com by no later than 12 November 2015. The Bidders conference will be a group day and there will be no opportunity for one-to-one meetings or discussions. Bidders/attendees must not attempt to enter into one-to-one discussions with SOAS or its representatives and such attendees should be reminded prior to attending of condition 3.29 above. Therefore please send any questions you have about this ITT / the Required Services which you would like to be addressed at the Bidders Conference to the address for clarifications by no later than 11 November 2015 to ensure they can be answered on the day. Any such clarifications will be anonymised and the clarification along with the answer will be provided to all attendees. You should therefore not submit any confidential clarification through this particular process. 5.2 The programme of site visits is set out below. Please ensure you arrive on time and report to [Richard Poulson (Tel: ) or Kate Price (Tel:..).] [Details to be confirmed at Final ITT] as appropriate. Visits will commence at 09:00 and 14.00. Date Time Location Bidders Conference 13/11/2015 09:00 13:00 The offices of Gardiner & Theobald LLP 10 South Crescent London WC1E 7BD Site Visit 1 (to locations a, b, c & d) 16/11/2015 09:00 13:00 14:00 17:00 [Locations TBC] [Locations TBC] 14
Site Visit 2 (to locations e & f) 17/11/2015 09:00 12:00 [Locations TBC] 6 TENDER EVALUATION 6.1 SOAS is seeking high quality, innovative and efficient services to be performed at a value for money price. Bidders are required to submit method statements with their Tender which will be assessed during the Tender evaluation process. The method statements must respond to all of the requirements set out in Table 2 below. 6.2 The method statements provide bidders with an opportunity to demonstrate their proposals for delivering the Required Services and their understanding of SOAS's requirements. 6.3 It also enables Bidders to indicate any difficulties or problems which might be encountered in the performance of the Required Services and the Bidder s proposed solutions to them. 6.4 As the method statements of the successful Bidder will be incorporated into the Contract Data Part 2 as the Contractor s plan, it is vital that they are realistic and thorough but do not contain promises about the level of service which cannot be provided, achieved or maintained. All the successful Bidder s responses to the Quality sub-criteria will be incorporated into the Contractor s plan which in turn will be incorporated into the Contract as Schedule 7 the Accepted Plan. 6.5 In preparing the method statements, Bidders must address all of the requirements within Table 2, and in the sequence set out in the Table 2. 6.6 Bidders should avoid generalised references to procedure manuals or codes of practice. 6.7 Subject to conditions 3.7, 3.17, 3.18, 3.19, 3.20 and 3.31 above, the Contract will be awarded to the most economically advantageous tender as assessed from SOAS s point of view taking into account the criteria in this ITT and in accordance with the price quality ratio below. The sub-criteria are set out in Tables 2 & 3. Award Criteria Weighting Quality 60% Price 40% 6.8 SOAS will evaluate the Tenders in accordance with the Award Criteria and as part of the evaluation process will select from the tenders received the Contractor that best satisfies the Award Criteria. Marks will be awarded as set out in Table 1 below. 6.9 Where Bidders score less than 60% of the available aggregate marks for Quality (i.e. less than 36% for Quality), the Tender will be deemed to have failed to meet the criteria and will not be considered further. 15
6.10 The answers to questions 1-26 will be scored in accordance with the table below to determine the unweighted score of each question. It is only possible to score 10, 8, 6, 4, 2 or 0 marks. 6.11 Weighted scores will be determined by use of the Tender Evaluation Matrix provided in Volume 4 of this ITT. The total weighted Quality score will then be added to the total weighted Price score to arrive at each Bidder s total score. The Bidder with the highest score will be awarded the Contract (see the attached Tender Evaluation Matrix ). Table 1- Scoring Metric Quality 10 The response fully meets the requirements in all respects. The response shows a clear understanding of SOAS aspirations for the delivery of the Required Services and the ethos within which SOAS aims the Contract to operate and demonstrates that the Bidder has fully understand and considered all aspects of the question. 8 The response meets the requirements but with minor issues that do not impact on risk or service delivery. Whilst the response covers all aspects of the question, it is generic or has not been tailored to the specific requirements of SOAS. 6 The response meets the requirements but with moderate issues that have a low impact on risk or service delivery. The key elements of the question have been addressed, however, the response has a lack of content or detail in respect of one or more aspects of the question. Some aspects of the response have not been fully explained. 4 The response meets some requirements but major issues have been identified that have a medium impact on risk or service delivery. There are significant gaps in addressing all the elements of the question. Parts of the response suggest that the Bidder has not fully understood the question or the requirements of SOAS. Parts of the response are not compliant with the requirements. 2 The response meets some requirements but major issues have been identified that have a high impact on risk or service delivery. There are very significant gaps in addressing all the elements of the question. The response suggests that the Bidder has not fully understood the question or the requirements of SOAS. Significant elements of the response are not compliant with the requirements of SOAS. The overall response is very generic and does not relate to the specific requirements of SOAS. 16
Quality 0 No response or unsatisfactory response that fails to meet the requirements. The response fails to address the question or demonstrate an understanding of the question or its context. The response is not compliant with the requirements of SOAS. Pricing 100% of available marks Lowest Price Tender. 0 99.9 % of available marks Higher tendered prices will be awarded a score in accordance with the difference between tendered price and lowest price using the formula below: Lowest Price Tender x 100 Tendered Price Table 2 Capability (60%) Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) 1 Mobilisation & Transition Provide a Draft Mobilisation Plan for all locations except Senate House North Block, which incorporates all the requirements set out in the Service Information Appendix 2 (Mobilisation). A Gantt chart setting out the proposed mobilisation programme A response that covers all the activities set out in paragraph 1.1.8 of the Service Information Appendix 2 - Mobilisation. Demonstration of how you will deliver all the validation activities set out in the Service Information Appendix 2 (Mobilisation) An approach that will ensure that all the Services will start on time from 1 October 2016. 2.5% 1,900 2 Provide a Draft Mobilisation Plan for Senate House North Block (which will go-live ahead of the other Premises) which incorporates all the requirements set out in the Service Information Appendix 2 (Mobilisation) (particular attention is drawn to paragraph 1.1.3 of Appendix 2). 2.5% 1,900 17
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) 3 Contract Management Resourcing & A Gantt chart setting out the proposed mobilisation programme for Senate House North Block A response that covers all the activities set out in paragraph 1.1.8 of the Service Information Appendix 2 (Mobilisation) for Senate House North Block Demonstration of how you will deliver all the validation activities set out in the Service Information Appendix 2 (Mobilisation) for Senate House North Block A clear description of what you will do to ensure the Services commence from 1 June 2016 bearing in mind that short timeframe between Contract Award and the starting date. How you will undertake your role in witnessing the commissioning of systems in North Block during the mobilisation period. SOAS considers that the staffing structure and way staff are deployed can have a significant impact on the level of performance of the Contract, therefore Bidders are required to provide a detailed organisational chart showing the structure of the entire contract team (based both on and off-site) who will be responsible for managing and delivering this contract. In evaluating this response SOAS is looking for evidence of an organisational chart that shows: All staff (managerial, supervisory, administrative and operational) who will work deliver the Services; The SOAS building or buildings in which on-site staff will be deployed; Clarity in respect of which staff are based on-site and which are based off-site; Fully transparent alignment to the staffing details set out in the Price Book; Evidence that the number and structure of staff can deliver the Services set out in the Service Information Appendix 1 (Specification) to the standards specified. 5% 3,000 SOAS considers that the staffing structure and way staff are deployed can have a significant impact on the level of performance of the Contract, therefore Bidders are required to provide supporting data describing how the contract will be resourced (managerial, supervisory, 18
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) administrative and operational staff) including numbers and job titles of the Contractor s staff, details of where each staff member will be based, the staffing rotas and shift patterns. An explanation of how the contract management structure and hierarchy will operate; How you will ensure that a member of the contract management team is contactable 24 hours a day and how you will meet the need to provide a senior person in charge (see Service Information, Appendix 7 (Contract Management)); Explanation of the roles of managers and supervisers; An overall explanation of the deployment strategy for staffing; Details of the staffing rotas for each service element; Supporting details in terms of numbers of staff (expressed as Full-Time Equivalents); Supporting explanation of shift patterns for teams. Sub- Weighting Word Count (for guidance) 4 Describe how you will manage the contract and interfaces with SOAS. The Bidder s overall approach to managing this contract; An approach that is fully aligned to SOAS s Core Values (see www.soas.ac.uk/corevalues) How you will engage with the full range of customers of FM services at SOAS including Estates & Facilities, other SOAS staff and students; How you will work together with managers in Estates & Facilities to ensure that the Services are delivered in accordance with the Service Information and to meet the needs of SOAS; How you will operate the governance groups set out in the Service Information, Appendix 7 (Contract Management). 3% 1,500 5 SOAS considers that staff assigned can have a significant impact on the level of performance of the Contract. Therefore Bidders are required to provide the names of the key people (whose names will appear in the Contract Data part two) who will be managing the Services with one-page CVs including responsibilities, qualifications and experience 1% 1,000 19
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) and a description of how these responsibilities/qualifications/experience will enable this Contract to be successfully managed. Sub- Weighting Word Count (for guidance) Managers with substantial relevant experience in managing FM services in a comparable environment and how that experience will assist in the successful delivery of the Contract; Membership of FM professional bodies and how this will assist delivery of the Contract; The key people will remain on the Contract in the long term which will in turn assist the successful management of the contract and delivery of the Services; Deployment of managers with experience of successfully introducing innovation and driving continuous improvement into FM contracts and how that experience will assist in the successful delivery of the Contract. 6 Provide a Draft Contract Risk Register (containing key operational and commercial risks you have identified for the Services) and describe your proposed approach to the management of commercial and operational risk for the duration of this contract. Completion of the risk register template providing at this stage a minimum of 10 key initial risks and mitigation strategies in accordance with the NEC3 Term Service Contract (TSC); Identification of the initial operational and commercial risks the Bidder would expect to see; A clear understanding of how the risk register is used in the NEC3 (TSC); How you propose to identify early warnings and manage risk reduction meetings in accordance with the NEC3 TSC; Evidence that the risk register and early warning system will be used to facilitate a good working relationship in a spirit of mutual trust and cooperation and therefore ensure successful delivery of the services. 1% 800 7 FM Transformation SOAS is seeking a Contractor who is able to work collaboratively with SOAS to deliver innovative service solutions, positively embrace continuous improvement and 20 6% 3,200
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) change & improve the delivery of the services so that they are delivered more efficiently and effectively and achieve higher quality standards. Therefore Bidders are required to describe how they propose to transform the FM services to meet the future needs of SOAS. Include in your response your plan to achieve service transformation including: The changes you propose to make both in terms of staffing structure and processes & procedures; Which FM service areas and / or locations may be subject to change; The number of staff affected who might be affected by change; The timing of any changes in staffing numbers over the term of the contract; If applicable, your approach to the management of staff from the contract including redeployment, natural wastage, outplacement, redundancy or other methods; Your approach to staff consultation and support during the implementation of your proposed strategy; Your approach to ensuring compliance with all relevant legislation with regard to the above; Your approach to interacting with the SOAS stakeholders and how you will establish and maintain stakeholder confidence through appropriate contact with those stakeholders. Knowledge of applicable law in order to demonstrate that change will be implemented in a way that will not jeopardise the successful delivery of the Services; Examples of forward planning and thinking in relation to the Services for the term of the Contract; Demonstration of an understanding of the culture and values of SOAS (as taken from publicly available information and SOAS s presentation at the Bidders Conference); Fair and ethical treatment of staff delivering the Services; Demonstration of the method of implementation of change including processes and procedures to be used to bring together a range of individual services into a holistic and integrated contract. Sub- Weighting Word Count (for guidance) 8 Provide your approach to innovation & continuous improvement for this contract in line with schedule 10 4% 1,500 21
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) including: The processes and procedures to be used for delivering continuous improvement and innovation in relation to the Services; and The changes, initiatives and innovations to be introduced and implemented by the Contractor to improve the quality and efficiency of the Services during the Contract term (including those referred to in Q7 above). Propose any target savings to be achieved during the life of the contract in accordance with schedule 10. Sub- Weighting Word Count (for guidance) A response that is tailored to the needs of SOAS; Practical and deliverable proposals that can be implemented at SOAS and would give SOAS confidence that continuous improvement would be achieved for the full term of the Contract, not just in the early years; A timescale for implementation; Who will take responsibility for driving this forward; Specific details of the saving proposed either expressed as absolute values in pounds sterling or as a percentage of contract costs. 9 Performance, Innovation and Continuous Improvement Describe the proposed approach to undertaking day-to-day self-auditing of service delivery and quality assurance for this contract. How you will implement your quality management system across all the services in this contract with a separate explanation of the specific way in which you will monitor each aspect of the main services (cleaning services, maintenance and security services); Who will take overall responsibility for managing quality across the contract and who will take responsibility for the quality of each of the main services (cleaning, maintenance and security); Details of how your quality system is rolled out to operatives and how you ensure operatives understand and work in accordance with the system; Frequency of auditing; How your approach to quality management relates to continuous improvement of the Services. 2.5% 1,600 22
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) 10 Describe how performance will be monitored, measured and reported to ensure service levels are met and to drive continuous improvement. Include the methodology for data capture and reporting for the contract KPIs in the Service Information Appendix 9 (Incentive Schedule) and in Appendix 9 Annex 2 - KPI Performance Model. Confirmation that you will monitor and measure performance of the Services using the KPIs in the Service Information Appendix 9 (Incentive Schedule) and in the Schedule 9 - KPI Performance Model; Demonstration that you understand and accept the provisions of Service Information Appendix 9 (Incentive Schedule); Demonstration that you understand the mechanics of Schedule 9 - KPI Performance Model; An explanation of how Bidders will use data from sources such as their CAFM system to measure the KPIs; An explanation of how information gathered as part of the quality monitoring process will be used to measure performance against KPIs; Understanding of how performance will be reporting in accordance with the Incentive Schedule Appendix 8 (Reporting Requirements); Explanation of how you will use the outputs of the monthly performance reporting to drive through continuous improvement. 2.5% 800 11 HR Response How will your company s policy and procedures for ensuring the quality and competency of your staff enable you to successfully deliver the Services? How will staff performance be monitored on an on-going basis? Describe your approach to the training and development of your staff. What will your company s approach be to the training of staff? What will your company s approach be to career development for those staff? How will transferring staff be inducted and trained in the ethos and requirements of this contract? What types of training will be provided for all levels of staff delivering this contract? 2% 1000 23
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) A response that is tailored to the specific needs of SOAS and is aligned to SOAS culture and values; How you will assess the training needs of staff working on this contract; How you will implement contract specific training throughout the term of the contract based on your assessment of needs; What training will be provided to the full range of staff delivering the Services on this contract; How you will work with your staff on this contract to develop their full potential; The induction process and procedures you will use at the beginning of the Contract; The induction process and procedures you will use for new starters throughout to contract term; 12 Describe your approach to recruitment & retention of staff for this contract. Describe your company s approach to the attraction and retention of suitably qualified, skilled and motivated staff for this contract. Describe staff benefits that your organisation will offer employees, both operational and non-operational on this contract including: Pensions, holidays, sick pay and any other benefits; Describe your approach to performance review and appraisal of staff on this project 2% 1,000 How you will recruit staff for this contract; A response that fully complies with the requirements of paragraph 2.3 of Schedule 12 TUPE and also sets out all other benefits you will provide for staff working on this contract; The appraisal process you will use for staff working on this contract including its frequency, its objectives and the nature of training to be provided for appraisers and appraisees in the use of the system; How you will spot and nurture talent. 13 What is your company s approach to working with trade unions on this contract? What will your company s approach be to working with trade unions representing the staff of SOAS and the staff of 0.5% 600 24
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) transferring out contractors identified in this ITT? A response that is tailored to SOAS rather than being generic; A positive approach to working with trade unions; Recognition agreements in place with trade unions representing FM staff; Demonstration of how the bidder will take a collaborative approach to consultation; Open approach to communications such as employee forums, regular meetings with trade unions. Sub- Weighting Word Count (for guidance) 14 Describe the steps you will take to ensure the smooth and effective TUPE transfer of the employees from: SOAS; and The FM Contractors identified in this ITT Understanding relevant legislation; A response that sets out how the statutory process will be applied to the transfer of SOAS staff and contractor staff; A timetable for the consultation and transfer process that aligns with the timetable set out in this ITT; Consideration as to how you will consult with staff who work shifts or at weekends. 0.5% 1,200 15 BCP/H&S Provide a method statement for the delivery of Business Continuity & Health & Safety Management in accordance with the requirements of the Service Information (Appendix 1 (Specification) sections 3 & 4), including safe systems of work with regard to the delivery of the Services. A response that is not generic but tailored to the specific requirements of SOAS; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) paragraphs 3.1 to 4.14 will be delivered; How these services will be managed and by whom; How your staff will work with staff at SOAS who are responsible for business continuity and health 25 2% 1,600
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) & safety management; How you will prepare a site specific safe system of work for the services; How you will set up and manage a system for permits for work for your own staff and for SOAS s other contractors. 16 IT systems It is a requirement of the service that the winning contractor uses a CAFM system. Provide a description of the CAFM system to be used to meet the requirements of the Specification (section 5) including: How systems & technology will be used to support the delivery, management & administration of the Services; The version of the CAFM that will be implemented, how it will be configured, how the system will be maintained and how upgrades will be implemented A response that is not generic but tailored to the specific requirements of SOAS; Innovation that you propose to bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) section 5 will be delivered; What data the system will hold and what reports it will generate; How the system will be managed and by whom; Details of the system to be provided and its technical capabilities to support delivery of the services to SOAS; Where the system will be located and if the IT interfaces proposed; How your operational staff (including maintenance, and cleaning) will use the system. 1% 1,000 17 Provide a method statement for the delivery of helpdesk and switchboard services in accordance with the requirements of the Specification (section 6) 1% 1,600 A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to 26
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) section 6; How the Helpdesk will be managed and by whom; Who will staff the helpdesk; Where the helpdesk will be based; How SOAS will be expected to communicate with the helpdesk. 18 IFM Service Delivery Provide a method statement for the delivery of Hard FM services in accordance with the requirements of the Specification (sections 7 & 8) A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) sections 7 & 8 will be delivered; How these services will be managed and by whom; Who will deliver the services; If any elements of the services will be subcontracted and to whom; How you will liaise with and support SOAS s Energy Manager 4% 4,000 19 Provide a method statement for the delivery of cleaning services in accordance with the requirements of the Specification (section 9) A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) section 9 will be delivered; How this services will be managed and by whom; Who will deliver the services; If any elements of the services will be subcontracted and to whom. 4% 4,000 27
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) 20 Provide a method statement for the delivery of security & reception services with the requirements of the Specification (sections 10 & 11) A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) sections 10 & 11 will be delivered; How these services will be managed and by whom; Who will deliver the services; If any elements of the services will be subcontracted and to whom 4% 4,000 21 Provide a method statement for the delivery of grounds & internal plant maintenance services in accordance with the requirements of the Specification (sections 12 &13) A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) sections 12 & 13 will be delivered; How these services will be managed and by whom; Who will deliver the services; If any elements of the services will be subcontracted and to whom 1% 1,600 22 Provide a method statement for the delivery of pest control services in accordance with the requirements of the Specification (section 14) A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) section 14 will be delivered; 1% 1,600 28
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) How this services will be managed and by whom; Who will deliver the services; If any elements of the services will be subcontracted and to whom 23 Provide a method statement for the delivery of business support services in accordance with the requirements of the Specification (sections 16 &17) A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to bring to this service; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) sections 16 & 17 will be delivered; How these services will be managed and by whom; Who will deliver the services; If any elements of the services will be subcontracted and to whom How you will bring together aspects of this service previously delivered by SOAS and contractor staff. 4% 4,000 24 Provide a method statement for the delivery of 3 rd Party managed of service in accordance with the requirements of the Specification (section 18). A response that is not generic but tailored to the specific requirements of SOAS; A description of how all the requirements set out in the Service Information Appendix 1 (Specification) section 18 will be delivered; How this services will be managed and by whom; 1% 1,600 25 Provide a method statement for the delivery of FM projects in accordance with the requirements of the Specification (section 19) A response that is not generic but tailored to the specific requirements of SOAS; Innovation or improvement that you propose to bring to this service; A description of how all the requirements set out 1% 800 29
Item Sub-Criteria The Requirements (as referred to in Table 1 Scoring Metric) Sub- Weighting Word Count (for guidance) in the Service Information Appendix 1 (Specification) section 19 will be delivered; How this services will be managed and by whom; Who will deliver the services; If any elements of the services will be subcontracted and to whom 26 Social Responsibility SOAS has set out its Core Values and vision for the future in its Vision and Strategy for the 2016 Centennial and Beyond. Detail your approach to social responsibility on this contract and the proposed method of interface between this and your operational and business procedures on this contract. How will this approach support and align with SOAS Core Values and its vision for the future? 1% 800 Understanding and acceptance of SOAS Core Values; The Bidder s values, culture and ethical approach is supportive of and aligned to SOAS values, culture and ethical approach; A commitment to positively engage with and communicate with a diversity of SOAS stakeholders in a transparent and equal manner. TOTAL 60% 6.7 Pricing Evaluation 6.7.1 SOAS will evaluate the total Contract Price (Sub-Criteria 27) by adding together the Total Annual Contract Cost for the whole period of the contract from 1 June 2016 to 31 July 2021 and the total Contract Mobilisation prices as set out in the Price Book. This is the value presented in the Price Book in the sheet named Contract Cost Summary in [cell reference TBC]. The highest percentage score will be awarded to the lowest price in accordance with Table 1 Scoring Metric above (Pricing). 6.7.2 SOAS will evaluate the rates for variable price services (Sub-Criteria 28) by adding up the total cost of one hour for each of the hourly priced rates (for each of the rate bands) in the Variable Prices sheet of the Price Book inclusive of overheads and profit. This is the value presented in the Price Book in the sheet named Variable Prices in [cell reference TBC]. The highest percentage score will be awarded to the lowest price in accordance with Table 1 Scoring Metric above (Pricing). 6.7.3 Bidders must complete the Price Book provided as Volume 2 of this ITT. Hourly rates entered into the Price Book for all staff must reflect as a minimum the London Living 30
Wage or Living Wage (as applicable) current at 1 December 2015. Where operatives and supervisory staff are already paid in excess of the London Living Wage or Living Wage (as applicable) Bidders must reflect in the Price Book a pay increase equal to that of any increase in the London Living Wage or Living Wage (as applicable) in actual monetary terms in accordance with paragraph 2.2 of Schedule 11 TUPE. 6.7.4 Bidders should note that the hourly rates of pay included in the TUPE data released with the Data Pack for this ITT reflect London Living Wage or Living Wage (as applicable) current at 1 December 2014. Table 3 Pricing (40%) Item Ref No. Sub-Criteria Requirement Sub-Weighting 27 Total Contract Price Fully complete the tabs for fixed price services in the Price Book. 35% 28 Rates (for Variable Price Services) Fully complete the schedule of rates in the tab for Trades & Operatives Hourly Rates in the Price Book. 5% TOTAL 40% 6.8 Clarifications 6.8.1 SOAS is seeking prices and method statements for a number of locations. For the avoidance of doubt: Bidders responses to the quality sub-criteria must relate to all locations within the Service Matrix; Bidders must price for all the locations within the Price Book; Marks awarded for quality responses will relate to the response for all locations as a whole; Marks awarded for Pricing will be awarded for the total cost for the Contract period of five years and two months. 31
7 FORM OF TENDER To: SOAS, University of London Date: [insert] Provision of:[integrated facilities management services] Reference:[OJEU contract reference] I/We the undersigned hereby offer to provide the Services set out in the Invitation to Tender for the following Contract Price. TOTAL FIVE YEAR AND FIVE MONTHS COST INCLUDING MOBILISATION as set out in the Price Book Exclusive of VAT And I/we agree that this tender shall remain open for acceptance for 6 calendar months from the specified date for receipt of this tender. I/We undertake that I/we have not communicated and will not communicate to any person other than SOAS the amount of this tender and that I/we have not adjusted the amount of the tender in accordance with any arrangement between me/us and any other firm or company. I/We undertake that I/we have not: 1. Entered into any arrangement with any other person with the aim of preventing a tender or fixing or adjusting the amount of this tender or the conditions on which the Tender is made; or 2. Communicated to any person other than SOAS, the amount of this tender except where the disclosure, in confidence, of the amount was necessary to obtain quotations for the preparation of this tender for insurance, performance bonds and/or Contract guarantee bonds or for professional advice required for the preparation of the tender; or 3. Caused or induced any person to enter into such an arrangement set out in paragraphs 1 and 2 above; or 4. Communicated to SOAS, the amount or the approximate amount of any rival tender for the Services; or 5. Committed any offence under the Bribery Act 2010; or 6. Offered or agreed to 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 to be done in relation to any other tender or proposed tender for the Services any act or omission; or 7. Canvassed any other persons referred to in 1 above in connection with this Invitation to Tender; or 32
8. Contacted any officer or representative of SOAS about any aspect of this Invitation to Tender including (but without limitation) for the purposes of discussing the possible transfer to the employment of the bidder of such officer for the purposes of any resulting Agreement or for soliciting information in connection with the Services. I/We also undertake that: A. I/we will not procure the doing of any acts set out in paragraphs 1 to 8 above before the communication of an award decision by SOAS nor (in the event of this tender being accepted) shall I/we do so while the resulting Agreement continues in force between us; B. There has been no change to the information submitted by the tendering organisation in the PQQ Response or if there has been such a change that we have informed SOAS of such change. In this Form of Tender the word person includes any person, body or association, corporate or incorporate and arrangement includes any arrangement whether formal or informal and whether legally binding or not. Dated... For and on behalf of [Full name of firm or company (including trading name if applicable)]...... Company Registration Number. VAT No.: Signature (original required)... (in the case of a firm or company, duly authorised to sign in that behalf) Name in block capitals Designation... Status within the firm or company Address...... Post code... Telephone number: Fax. No... E-mail address:... 33