Catering Services and Food Procurement Toolkit

www.defra.gov.uk/farm/policy/sustain/procurement/toolkit

TEMPLATE
Pre-Qualification Questionnaire (PQQ): Sample evaluation model v.2.0

[Insert Authority Logo]

PRE-QUALIFICATION QUESTIONNAIRE (EVALUATION PACK) [Title] [Project Reference] [Date]

Issued by: [Insert Name of Authority]

Section CONTENTS 1 INTRODUCTION 1.1 Background 1.2 Evaluation Award Criteria 1.3 Guidance Notes 1.4 Evaluation Process 1.5 Evaluation Panel 2 3 4 5 MARKING MODEL OUTLINE 2. PQQ MARKING CRITERIA 3. SCORING MATRIX 4. SCORING SCHEDULES

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SECTION 1 - INTRODUCTION 1.1 Background

This document is the Evaluation Model for the Pre-Qualification Questionnaire (PQQ) issued to suppliers who expressed an interest in providing the Provision of Staff Restaurant services at _________________________________. This procurement is by competitive tender under the EC Restricted Services procedures. A Notice was published in [Name of Publication] on [Date] inviting interested parties to a Suppliers Bidders Conference (Optional but beneficial) to be held on [Date] at which the Pre Qualification Questionnaire (PQQ) was issued to all attendees with deadline for receipt of PQQ proposals of [Date]. The technical evaluation of the proposals by individual members of the Evaluation Panel will meet the week commencing [Date] to agree the panels scores. The aim is to create a shortlist, of (optimally 5 to 7) suppliers to take forward and issue an Invitation to Tender to. 1.2 Evaluation Award Criteria

The evaluation model included in this pack is based on a standard format recommended by Defra Procurement and Contracts Division (PCD) Strategic Procurement Group [Remove if required] and has been agreed by all members of the Evaluation Panel. It is the aim to select the Most Economically Advantageous Tender (MEAT). 1.3 Guidance Notes Submissions must be in numeric order to match the PQQ Questionnaire. Publicity brochures should not be accepted as providing answers to questions. Marking criteria are shown in red italics in Part B, elements of Part C and Parts D, E and F of Section 3 of the PQQ Questionnaire. Mark the submission only, avoid being influenced by reputation. Marking should be given relative to other submissions. Continually review marks after initial assessment. Please ensure comments are made on the scoring sheets (Section 5) to enable discussions to take place at the Evaluation Panel Meeting(s). All comments recorded on the scoring sheets will be permanently filed. Markers should not attempt to multiply their scoring, this will be done at the Evaluation Panel meeting. The evaluation criteria should not be shared with the supplier base. 4

1.4

Evaluation Process

You must read and become familiar with the guidance notes before evaluating tenders. The PQQ evaluation process comprises two main stages as follows: 1.4.1 Technical/Quality evaluation Bidders will be assessed, scored and short listed according to the criteria in Section 3 of this pack. Section C: Policy Requirements shall be assessed by the evaluation panel before marking the technical/quality aspects of the submissions. The members of the evaluation panel, identified in 1.5 below, will be issued with all the responses from the bidders and will each score the technical/quality aspect of the bids submitted (Sections E and F). Each member of the tender panel must submit their individual scores to [the facilitator] by [Time & date. Normally 24 hours before the review panel sits so the individual panel scores can be placed onto the matrix before the meeting starts]. Failure to provide the scores could result in the cancellation of the evaluation meeting. All individual panel scores and comments will be recorded on an excel spreadsheet. The evaluation panel will meet to discuss their individual scores and arrive at a consensus team score on [date]. 1.4.1.1 Weightings For Sections E and F, to ensure the relative importance of the categories of services are correctly reflected in the overall scores, a weighting system has been applied to each category, as detailed in Section 5 of this document. The PQQ will be evaluated technically and financially. Quality / Technical Evaluation Min 50% for and Sections E and F of Section 3 Financial / Commercial Evaluation Pass / Fail Each question in Sections E and F will be weighted dependent on its importance in the overall evaluation of the technical / quality evaluation. There are three ranges as follows: 10 Minor Importance 20 Average Importance 30 Major Importance A bidder must achieve at least 50% (the threshold level), i.e. The Authoritys minimum requirements for Section E and F of Section 3 on the PQQ Questionnaire and pass the requirements of Parts C and D of Section 3 to be considered. Suppliers who fail the Threshold level are eliminated from the ITT stage. 5

1.4.1.2 Scoring All panel members must provide a comment for each score and all questions must be answered on the scoring sheets to enable discussions to take place at the Evaluation Panel Meeting(s). For Sections E and F, each evaluator must independently read and assess the information provided. Responses to each question must be scored as follows: Score 0 Score 1 Score 2 Score 3 Score 4 Complete failure to grasp/reflect the core issue Reflects limited understanding misses some aspects Reflects adequate understanding of all issues and aspects Good understanding and interpretation of requirements Excellent understanding and interpretation. Innovative and proactive with sound strategy

(Please also refer to the guidance notes in section 1.3) 1.4.2 Financial / Commercial Assessment The Authoritys in-house Accountant, will analyse all financial responses submitted for Section D and produce a report detailing the assessment. The result of the financial / commercial viability assessment [Authoritys in-house Accountant] will be available at the evaluation meeting to agree team scores [/ the report will be issued to the evaluation panel after the evaluation meeting.] The [no. see 1.1 above] highest scoring technical responses who have also passed the commercial assessment will be invited to tender.

1.5

Evaluation Panel

The evaluation panel has been formed and comprises of the following individuals: [Name and Position] - Facilitator (Usually the person responsible for the tender process) [Name and Position] - Scorer (Usually from the department managing the contract) [Name and Position] - Scorer (Usually from the department managing the contract) [Name and Position] - Scorer (Usually from the department managing the contract) [Name and Position] - Scorer (User Rep - can be the site(s)union representative(s) )

SECTION 2 [name of project] PQQ Marking Model Outline 1. PQQs Scored By Panel For Organisational Capacity & Method (Sections E & F) Pass Mark Of At Least [50%] Must Be Reached Before Candidates Can Pass To Next Level. Panel Will Also Check That Mandatory Documents Have Been Provided.

2. PQQs Assessed For Financial Viability By the Authoritys Accountant. Candidates Must Pass This Section In Order to Pass On To The Next Level.

3.

Tender Panel Review Meeting To Agree List Of Candidates For Invitation To Tender (ITT).

4.

Successful Candidates Invited To Tender.

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SECTION 3

PQQ EXTRACT WITH MARKING CRITERIA

PRE-QUALIFICATION QUESTIONNAIRE
The evaluation of the Pre-Qualification Questionnaire will be the basis for selecting the Tender list for this Contract. Each respondent should submit all the information requested in the order presented. Failure to do so or failure to provide relevant information may result in elimination.

Section A: Contact Details

Where a consortium bid is proposed, please present the information under this section for each consortium member individually. Company Name: Address:

Web address: Contact Name: Contact Title: Signed:

e-mail: Direct Tel No: Dated:

Section B: Company Information

This section is intended to assist the Authority in understanding your organisation and will not itself be scored. Where a consortium bid is proposed, please present the information for each consortium member individually. Where a consortium bid is proposed, please present the information under this section for each consortium member individually. 1. Is your organisation: (Delete as required)

If other, please specify 2. The date of your organisations formation 3. The date of incorporation in U.K. (or another country) if different from 1 above.: 4. Company Registration Number (if applicable): 5. Is your organisation a subsidiary of another organisation? If so, please provide the name, registered office address and company registration number of the holding or parent company and the ultimate parent company (if applicable): 6. VAT registration number: 7. How many staff does your organisation employ, includes Full -Time/Part-time/Casuals employed on site and off-site personnel such as office staff and senior management?

Private Limited Company Public Limited Company Sole Trader Other:

Yes / No Yes / No Yes / No

0 to 49

50 to 249

250+

All the above questions must be answered..

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Section C: Policy Requirements

The information required in this section is a mandatory requirement for this PQQ. Failure to provide relevant information will result in your bid being eliminated. In order to make processes simpler, you are not asked to provide supporting documents for questions in Section C. Please note that the Authority will ask to see these documents should you pass through to the Invitation to Tender stage.

Health and Safety 1. Does your organisation have a Health and Safety at Work policy? - head office and facilities 2. Does your organisation have a Health and Safety at Work system to implement this policy? 3. Are all employees trained in at least basic food hygiene to an accredited level (where applicable)? 4. Does your organisation make sure it complies with the Health & Safety at Work Act 1974 and all applicable regulations? 5. Does your organisation have a risk assessment process? 6. Does your organisation report incidents and accidents when required under RIDDOR? 7. Has your organisation had any HSE or Local Authority Improvement or Prohibition Notice or warning letter in the last three years? If yes, has your organisation taken steps to rectify the issues highlighted by the Improvement or Prohibition Notice or warning letter? The Authority reserves the right to request details at a later stage of the HSE or Local Authority Improvement or Prohibition Notice or warning letter and the action taken by your organisation to rectify any risks and or issues raised

YES

NO

Quality Management 1. Does your organisation hold a recognised quality assurance accreditation e.g. BS/EN/ISO 9000 or equivalent? 2. If not, does your organisation have a quality management system?

YES

NO

The Authority reserves the right to request a copy of your organisations quality assurance certification and/or quality assurance process/manual at a future date.
Suppliers that employ five or more staff are legally required to have a written Health & Safety policy. Questions 1-6 must all be answered Yes. Question 7- If the question is answered Yes, then the bidder must confirm that they have taken steps to rectify any risks and or issues that were identified in the HSE or Local Authority Improvement or Prohibition Notice or warning letter. The Authority should consider requesting details of the HSE or Local Authority Improvement or Prohibition Notice or warning letter and the action taken by the organisation to rectify any risks and or issues raised.

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The bidder should have either a quality certification or a quality management system.

Equal Opportunities The following questions are based on the questions and descriptions of evidence prescribed by the Authority in respect of section 18(5) of the Local Government Act 1988. You are required to demonstrate compliance with equality in employment legislation through your answers to these questions and by providing supporting information. Note: If you are not currently subject to UK legislation please supply details of your experience in complying with equivalent legislation that is designed to eliminate discrimination and to promote equality of opportunity.

Equal Opportunities
1. Is it your policy as an employer to comply with the statutory

YES

NO

obligations to staff and applicants for employment under the equality and non-discrimination laws as listed in question 4.5. below? 2. In the last three years has any finding of unlawful discrimination or other breach of these laws been made against your organisation by any court or industrial tribunal? 3. In the last three years has your organisation been the subject of a for mal investigation by the Commission for Racial Equality, the Equal Opportunities Commission or the Disability Rights Commission on the grounds of alleged unlawful discrimination? 4. Is your policy on equal opportunities at work set out: In instructions to those concerned with recruitment, training and promotion? In documents available to employees, recognised trade unions or other representative groups or employees? In recruitment advertisements or other literature? Firms with fewer than five employees need not complete this question but must develop an equal opportunities policy should the size of the firm increase. 5. Do you observe as far a possible the equalities and nondiscrimination codes of practice as listed below; Race relations Act 1976, as amended by the Race Relations (Amendment) Act 2000 Race Relations Code of Practice for the elimination of racial discrimination and the promotion of equality of opportunity in employment, as approved by Parliament in 1983 Race Relations Act (Amendment) Regulations 2003 Employment Equality (Religion or Belief) (Amendment) Regulations 2003 Disability Discrimination Act 1995 Equal Pay Act 1970 (Amendment) Regulations 2003 Sex Discrimination Act 1975 (Amendment) Regulations 2003 Employment Equality (Sexual Orientation) Regulations 2003 Employment Equality (Age) Regulations 2006

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If you answered Yes to question 4.2 or, in relation to question 4.3, a Commission made a finding adverse to your organisation, what steps did you take in consequence of that finding? Please include on a separate sheet.

If Question 4.1, 4.4 and 4.5 are all answered Yes; and Question 4.2 and 4.3 answered No, the organisation will pass this question. Question 4.4, the organisation must be provide a Yes/No answer to the question. No answer is expected to this question if the supplier/consortium has fewer than five employees. If Question 4.5 is answered No, the organisation will fail this question. If organisations answer Yes to Question 4.2 and/or Question 4.3, they must provide a detailed explanation of the steps they have taken within their organisation as a result of any finding of unlawful discrimination or any other breach of equal opportunities legislation or investigation by the Commission for Racial Equality, the Equal Opportunities Commission or the Disability Rights Commission on the grounds of alleged unlawful discrimination. If this explanation is provided and is deemed adequate then the organisation will pass this question. If no explanation is provided, the organisation will fail this question and will be eliminated from the PQQ evaluation process.

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Section D: Financial Information

The information supplied in this section will be evaluated to assess the longer-term financial viability of your organisation. Where a consortium bid is proposed, please present the information for each consortium member individually. 1. Please provide a statement of accounts or extracts there from relating to your business, provided that the publication of the statement is required under the law of the State in which you are established. If such a statement of accounts is not required by the State in which you are established, please supply a statement of the overall turnover of your business and the turnover in respect of the provision of services of the type to be provided under the proposed services contract in the 3 previous financial years. Accounts must not be qualified and must have a positive Balance Sheet. They must obtain at least a satisfactory financial assessment rating or above. 2. Please provide details of any post balance sheet events or contingent liabilities, which have arisen since the last set of your accounts, were published, which you have submitted. (Note: Any UK organisation should declare material post Balance Sheet events, e.g. events which would have required disclosure if they had been known when the accounts went to print. 3. Please provide details of your latest forecast for revenue and expenditure for your current financial year. Details to be investigated where accounts have not been provided. 4. Please confirm that, if awarded this contract, it would be executed by the legal entity for which the financial information is provided (i.e. the organisation and/or partnership) and would not form part of a subsidiary operation for which information has not been provided. Financial Accounts and Bank Reference provided must be approved, by the financial authority evaluating the PQQ.

YES

NO

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Section E: Organisation Ability and Technical Capacity

CORE BUSINESS 1. Please describe the relevant principal areas of business activity of your organisation and the number of years you have been involved in this activity. Describe in detail your current and previous experience of providing services similar in scale and requirement to those required by the Authority, as detailed in Annex A Statement of Service Requirement. Please provide details of contracts you have been awarded by public and private sector clients and managed by your company in the past 3 years, including dates and contract values and the types of contracts you have managed. Your response should be no more than two sides of A4 paper in Arial Font Size 10. The Supplier must provide information relating to their principle areas of business and a detailed summary of their experience within this activity. The supplier must have a number of Government or similar contracts of substance, which they have been awarded in the last 5 years or been retained. This must include contracts which are comparable to the Authoritys requirement i.e. the number of services required, the complexity of the requirement / project to score high marks. Failure to provide any details of contracts will result in a zero score. A low score should be given if the experience does not cover the services required by the Authority and if they have no recent experience of providing services to other public sector clients.

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KEY CONTRACTS 2. Please complete the table below, providing details of your top five contracts. The Authority reserves the right to contact any of those detailed to request a reference at tender stage. Your response should be no more than one side of A4 paper in Arial Font Size 10.
Length of Contract (include dates)

Client Name

Client Contact

Value of Contract

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Section F: Method
PUBLIC SECTOR FOOD PROCUREMENT INITIATIVE 1. The Authority requires a Catering Contractor that will actively promote the Food Procurement Initiative (PSFPI). Using examples from your current and previous contracts, please demonstrate the methods you use or have used that promote the following aims of the PSFPI. a. b. c. d. e. Emission Reduction. Waste Reduction. Encouraging the use of small and medium companies (SMEs) in the supply chain. Encouraging the use of fairly traded and organic produce. Encouraging healthy eating.

The Supplier must demonstrate a clear understanding of the aims of the PSFPI. The Supplier must provide examples of how they meet the objectives of the PSFPI (a-e above) in their current or previous contracts. Failure to understand the Authoritys requirements will result in a zero score.

2. Please provide a brief case study (no more than two sides of A4) illustrating how you have managed a similar contract previously, covering as many of the points raised in this PQQ as possible.
The case study provided must show evidence that the Supplier can carry out the services required. Therefore it should highlight experience of operating all the services required at the location, the provision of support and should be similar in terms of the detail and size of the service required. Higher scores should be given if the Service provider has included for their case study a location providing a facility similar to the Authoritys requirement and who demonstrate year on year enhancement of their service delivery. Failing to provide a relevant case study or providing a publicity brochure which covers more than two A4 sides of paper should be given a zero score.

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SECTION 4 - SCORING MATRIX

MARKING POINTS Score 0 Score 1 Score 2 Score 3 Score 4 Complete failure to grasp/reflect the core issue Reflects limited understanding misses some aspects Reflects adequate understanding of all issues and aspects Good understanding and interpretation of requirements Excellent understanding and interpretation. Innovative and proactive with sound strategy WEIGHTINGS 10 Minor Importance 20 Average Importance 30 Major Importance

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SECTION 5 - SCORING SCHEDULES

SUPPLIER : PASS SECTION B: COMPANY INFORMATION SECTION C: POLICY REQUIREMENTS SECTION D: FINANCIAL INFORMATION OVERALL PASS/FAIL EVALUATOR: FAIL Date: ______________ COMMENTS

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PART E: ORGANISATION, ABILITY AND TECHNICAL CAPACITY Question Weighting Score Comments

1. CORE BUSINESS

30

2. KEY CONTRACTS

20

SECTION F: METHOD Question Weighting Score Comments

1. PUBLIC SECTOR FOOD PROCUREMENT INITIATIVE

30

2. CASE STUDY

20

[Insert Specification as required]

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SECTION 6: Summary of Panel Scores Use documentation shown in ITT Evaluation Pack - Summary of Panel Scores - as basis for PQQ summary documentation.

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