Document I To QLC 2/3/31: INFORMATION TO BE PROVIDED IN TENDERS
NOTES:
- One Tender comprising the information detailed below in the numerical order in which the items appear.
- Item 1 Instructions to Tenderers Form
- Item 2 Completed Form of Tender
- Item 3 Completed Parent Company Guarantee(s)
- Item 13 Information about your Organisation (audited accounts and Health & Safety policy)
- Item 16 Reference Sites
Information to be Provided in Tenders
1. Instructions to Tenderers Form.
2. Completed Form of Tender
3. Completed Parent Company Guarantee (if a private sector Tenderer and a subsidiary company). A completed Parent Company Guarantee will also be required for any subsidiary company members from a consortium and also from any subsidiary company Sub-Contractors.
4.1 Management Summary
4.1.1 Provide details of your organisation's knowledge and understanding of the legislation and the context under which electronic monitoring services are delivered to the Criminal Justice system and Children's Hearing system in Scotland.
4.1.2 Provide details of your organisation's experience of electronic monitoring and work undertaken in this area indicating your awareness of the rights of those involved or affected by the use of electronic monitoring and the differing needs of different groups.
4.1.3 Summarise the main features of your organisation's electronic monitoring service and highlight the main features that provide your "competitive edge". Describe your understanding of the potential added value of Electronic Monitoring to supervision in the community in Scotland.
4.1.4 Detail your organisation's overall approach to the delivery of the Service;
4.1.5 State any changes required by your organisation to satisfy the requirements of Document D and how and when these will be overcome.
5. Lead in/Transitional Planning
5.1 Provide a detailed Lead in / Transition Plan setting out the timescales and key milestone dates detailing how the organisation will identify and address the tasks necessary to be undertaken between the date of Contract award and Contract commencement including how liaison with agencies and current service providers will be managed. Identify the staff and grades involved in the process and their specific roles, and indicate what you would expect by way of transitional assistance from the Scottish Executive. Please outline any perceived risks, the Tenderer is asked to provide an assessment of the impact of the risk, should it occur, the relative likelihood of it occurring, and the factors that might influence whether or not it does occur and how your organisation will counter these risks.
6. Statement of Service Requirements (Document D)
6.1 Provide a detailed Implementation Plan setting out the timescales and key milestone dates for the delivery of the Service from the date of Contract commencement. In the Plan address the Statement of Service Requirements set out in Document D and state how your organisation will deliver the required Service. State how provision will be made to cover Service delivery to the Islands and identify any difficulties and how these will be overcome.
6.1.1 Explain in detail the approach that will be undertaken to provide the Service to the service levels and outputs stated or to higher levels and outputs.
6.1.2 Explain how variations to the Service will be managed.
6.1.3 Explain your approach to the delivery of services for young people within the Hearing's system and Courts.
7. Hardware
7.1 Provide details of the technical specifications of the proposed equipment, including details of alternative or other monitoring arrangements e.g.GSM and state how it will deliver the requirements of Document D. State how equipment reliability, continuity, and compatibility with the proposed software will be assured, and your proposal for ensuring adequate numbers of Equipment both to replace malfunctioning equipment and to cater for an expansion in numbers.
7.2 Provide copies of testing documentation and certification as required under relevant UK and European legislation.
8. Software
8.1 State if the organisation has the proposed software in a live, fully functional and operational state, and if not, how it proposes to achieve this by the Service Commencement Date.
8.2 State how the software will handle information for multiple sources simultaneously.
8.3 Provide details about how the organisation will meet the legislative requirements for document format and contents as detailed in paragraph 6.50 of Document D.
8.4 Demonstrate procedures for ensuring that the software has the capability for all reports of possible violations are processed correctly, and the recording of periods during which the Person is restricted.
8.5 Provide details of the organisation's plan for addressing Equipment failure and data loss, and how it will ensure the protection, security and integrity of data.
8.6 Provide details of the licensing arrangements for software and any radio transmissions.
8.7 Advise the provisions for information storage and retrieval including data protection considerations.
8.8 State how the organisation will cater for the Scottish Ministers' requirement for additional uses as provided for in paragraphs 63 and 64 of Document B in addition to unspecified requirements that may arise during the Contract.
8.9 Explain how your organisation will provide full exception reporting as outlined in paragraph 6.51 of Document D.
9. Staffing
9.1 Provide details of the name, qualifications and experience of the individual allocated as Project Manager to manage the Service and Contract and the Deputy, and include current CVs. State the staff structure including positions, functions and numbers of the staff team who will deliver the Service. Identify the employment arrangements of the proposed staff team.
9.2 State the procedures the organisation will follow to recruit staff and the security checks that will be undertaken including the provisions of Part V of the Police Act 1997.
9.3 Indicate the number of staff outlined above with relevant qualifications, and proposals for the introduction of any new training initiatives.
9.4 State provisions for staff development and training; including any special training required for providing a service to young people.
9.5 State how the organisation will address changes of key personnel e.g. Project Manager and Deputy Project Manager to ensure no disruption to the provision of the Service.
9.6 Provide details of any human resource issues and staffing levels over the last 3 years, including any TUPE or equal opportunity issues, any unresolved, on-going disputes, Industrial Tribunals etc.
10. Quality Assurance
10.1 Provide details of your standard procedures for monitoring and maintaining quality of Service, for ensuring timely and accurate delivery of the requirements detailed in Document D, escalation procedures used in resolving problems, and addressing non adherence/failure to deliver Service within prescribed timescales.
10.2 Explain how the organisation will maintain the Service both at times of low and high Order numbers, and demand resulting from simultaneously running restriction periods with the potential for offender violations.
10.3 Provide details of any information that will be provided in the monthly contract monitoring report in addition to the details specified in Document G, and how formal feedback will be obtained from the agencies involved in the Service.
11. Internal Audit
11.1 Describe your internal audit arrangements in relation to Document D including the proposed document format and content. Provide information on the number and competency of the staff undertaking the internal audits.
11.2 Describe how compliance with Document D, paragraphs 21 and 22 regarding Performance Measurement will be achieved.
12. Standards, Accreditation and Continuous Improvement
12.1 Describe your quality assurance and control procedures, and whether your organisation has sought accreditation under any recognised accreditation scheme and the outcome.
12.2 Describe your organisation's approach to continuous improvement, including any involvement in benchmarking, and give details of any future plans. Provide details of how a programme of continuous improvement will be implemented during the Contract period. This will include, but not be limited to:
- a description of the system to be used
- a project plan for introducing and developing the system
- details of the benefits the tenderer envisages will be delivered together with an indication of when these will be realised.
12.3 Detail any innovative proposals and the degree of improvement the innovation will bring, the viability of the proposed innovation, and the Tenderer's ability to introduce and manage the innovation.
13. Information about your Organisation
13.1 Provide 1 copy of your last three years audited accounts and the accounts of your group (if any) in English and in UK Sterling. Note: if a Tender is submitted from consortia, 1 set of audited accounts in English and in UK Sterling must be forwarded from each consortia member. If an organisation intends on sub-contracting any of the Service, audited accounts in English and UK Sterling must also be provided from each sub-contractor.
13.2 Provide 1 copy of the organisation's health and safety policy statement and arrangements that are in place to ensure compliance with all Health and Safety legislation. Note: if a Tender is submitted from consortia and/or involves sub-contractors, one policy only will be required and all consortia members/sub-contractors will be required to adhere to the policy.
14. Business Continuity Planning
14.1 Provide a detailed Business Continuity Plan stating how the organisation would address any major catastrophes and ensure continuity of the Service. These plans shall include (but not be limited to) provisions to address the possibility of: short or long term power loss, or power surges; normal communications systems being rendered inoperative; the EMS being compromised by foreseen and / or unforeseen external factors; for example due to fire, flood etc. equipment being compromised by undetected tampering or other interference; staff unavailability.
15. Reference Sites
15.1 List all clients (Public and Private Sector) to whom your organisation is providing the same or similar Service to that required in this ITT. For each reference site the following information is required;
- Details of the service provided
- Period of the Contract
- Breakdown by type of programme and number of Offenders covered by the service.
Contacts should be named so that the Scottish Executive can seek information from any three clients about the services provided by your organisation. You must include written permission for the Scottish Executive to contact, and/or discuss contract performance, and/or visit any or all of the contacts detailed without you or your representative being present.
16. Contact and Liaison Arrangements
16.1 State how the arrangements for contact and liaison will be achieved to meet the requirements of paragraphs 3 and 4 of Document D.
17. Pricing Schedule
17.1 Tenderers must complete the Pricing Schedule (Document L) in accordance with the instructions contained within the Document.
17.1.1 Tenderers must state the mechanism to be used to cost more than one Order per Person running concurrently.
17.1.2 Tenderers must state how the Contract will be financially monitored.
18. Environmental Issues
18.1 Provide details of the organisation's track record in environmental issues over the last 3 years.
18.2 In terms of delivery of the service how are you going to adhere to the SE sustainable Development policy ( http://www.scotland.gov.uk/Topics/Environment/17108/7365)
19. Risk
Tenderers must list any events that it perceives might jeopardise the successful provision of the service in accordance with Document D and their proposal. For each such risk the Tenderer is asked to provide an assessment of the impact of the event, should it occur, the relative likelihood of it occurring, and the factors that might influence whether or not it does occur.
20. Phase Out Plan
Provide a detailed Phase Out Plan setting out how the organisation will identify and address the tasks necessary to be undertaken during the six months period prior to the date of Contract expiry or date of earlier termination as notified by the Scottish Ministers. That plan must include details of contact and levels of co-operation to be provided to a new service provider in the lead up to, during and completion of the transfer of operations.