Document A to QLC 2/3/31: INSTRUCTIONS FOR TENDERERS
1 It is the responsibility of the prospective Tenderer to obtain for themselves at their own expense any additional information necessary for the preparation of their Tender, and Tenderers will be responsible for any expenses incurred by them during the tendering process.
2 All information supplied by The Scottish Executive in connection with the Invitation to Tender shall be treated as confidential by the prospective Tenderers except that such information may be disclosed for the purpose of obtaining sureties and quotations necessary for the preparation and submission of the Tender.
3 All information requested in the Invitation to Tender should be provided on the Tender Documents enclosed (additional sheets may be used if required, but all information should be provided in the order and format of the Documents). Tenderers should note that the output-based approach adopted places onus on the Tenderer to demonstrate a commitment to quality and to state clearly the way the Service will be performed.
4 All information submitted to the Scottish Ministers may need to be disclosed and/or published by the Scottish Ministers. Without prejudice to the foregoing generality, the Scottish Ministers may disclose information in compliance with the Freedom of Information (Scotland) Act 2002, (the decisions of the Scottish Ministers in the interpretation thereof shall be final and conclusive in any dispute, difference or question arising in respect of disclosure under its terms), any other law, or, as a consequence of judicial order, or order by any court or tribunal with the authority to order disclosure.
5. Further, the Scottish Ministers may also disclose all information submitted to them to the Scottish or United Kingdom Parliament or any other department, office or agency of Her Majesty's Government in Scotland or the United Kingdom, and their servants or agents. When disclosing such information to either the Scottish Parliament or the United Kingdom Parliament it is recognised and agreed by both parties that the Scottish Ministers shall if they see fit disclose such information but are unable to impose any restriction upon the information that they provide to Members of the Scottish Parliament, or Members of the United Kingdom Parliament; such disclosure shall not be treated as a breach of this agreement.
6. Accordingly, if you consider that any of the information included in your bid is commercially confidential please identify it and explain (in broad terms) what harm might result from disclosure and/or publication. It should be remembered though, that, even where you have indicated that information is commercially sensitive, Scottish Ministers may disclose this information where they see fit. Receipt by the Scottish Ministers of any material marked "confidential" or equivalent should not be taken to mean that the Scottish Ministers accept any duty of confidence by virtue of that marking.
7. The Scottish Ministers may publish, on the Scottish Executive website, the names and contact details of companies who have been issued with an Invitation to Tender document
8. If the Tender is from a consortium, please note that only one Tender from the consortium, nominating a lead organisation (which will be responsible for administration of the Contract and in which regard shall also act as the central point for payment purposes), will be accepted. The full names, designations, and current addresses of all members of the consortium and the lead organisation will require to be submitted. In addition, the Contract and ancillary documentation will be entered into with all members of the consortium, who will in these circumstances each be required to execute said Contract together with all ancillary documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the Contract. Aside from the foregoing, it will otherwise generally be for the members of the consortium to sort out their respective liabilities amongst each other.
9. The Tender evaluation criteria will include a significant emphasis on quality as well as cost. Each Tender will be subject to a Technical, Commercial and Financial Analysis. The aim of the evaluation is to select the Tender(s) which represent(s) the best long term value for money. The Technical Analysis will ensure that the Tenderers have met the minimum criteria set down in Document F. The Commercial and Financial Analysis will establish the full cost of Tenders i.e., ensure all relevant costs are included.
10. Please note that the responses to any questions raised during the tendering period will be circulated to all Tenderers, in the form of a Circular Advice Note. The closing date for raising questions is 17 March 2005 and The Scottish Executive will circulate answers to all Tenderers no later than 23 March 2005.
11. Tenderers should note that the Scottish Executive will be in a position to advise Tenderers who have been shortlisted on 11 May 2005. Shortlisted Tenderers will be required to undertake a presentation and Equipment* demonstration to the Scottish Executive Evaluation Panel in Edinburgh, Scotland during the period 24 May 2005 - 25 May 2005. The exact date and detailed remit will be advised nearer the time, but in general terms, Tenderers will be required to expand on particular areas within individual Tender submissions, respond to clarification issues, and demonstrate the proposed Equipment and its operation . The individual nominated as Project Manager in response to point 9.1 of Document I will be expected to attend this meeting together with a representative selection of staff nominated in response to point 9.1 of Document I.
* consisting of the Personal Identification Device and Monitoring Unit to be used in conjunction with the Central Control.
12. Tenderers should also note that the Evaluation Panel will undertake site visits to shortlisted Tenderers' premises, and they may also visit reference sites. This will take place during the period 26 May 2005 - 17 June 2005 as part of the evaluation process, and Tenderers must ensure that the appropriate personnel and premises are available during this time.
13. Tenderers should note that appropriate personnel must be available to address areas of clarification and associated issues with the Evaluation Panel consisting of both a technical and financial nature during the period 24 May 2005 until late July 2005. This may entail face to face meetings at Scottish Executive's premises in Edinburgh.
14. Following the award of Contract (or any decision not to award a Contract), debriefing will be offered to all Tenderers. Provisional dates (17 October 2005 - 30 November 2005) have been set aside for Tenderers who require de-briefing. Where a face to face de-briefing is requested, this will be held at Scottish Executive's premises in Edinburgh.
15. The Scottish Ministers welcome Tenderers' comments on the conduct of the tendering process.
16. Tender documents should be submitted as follows;-
One copy submitted through the Electronic Tendering Service;
One copy on a CD-Rom; and
Fourteen paper copies
Please use the red label which will be forwarded to you to return the tender submission.
If you are unable to meet this requirement please contact Karen Anderson on telephone number 0131 244 3756 within 5 working days of receiving this documentation.
17. Please insert the following background information and return with your Tender:
18. Any Tender that does not accord with all the requirements herein and in the Invitation to Tender will not be accepted.