MEP Tender Notice · UK public procurement notice

Financial capacity

Are you relying on another supplier to act as a guarantor?

If so, please provide their name and evidence of their economic and financial standing.

Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the levels of insurance cover indicated below:

a. Employer's (Compulsory) Liability Insurance* = £10M

b. Public Liability Insurance = £10M

c. Professional Indemnity Insurance = £10M

d. Product Liability Insurance = £10M

*There is a legal requirement for certain employers to hold Employer's (Compulsory) Liability Insurance of £5 million as a minimum. See the Health and Safety Executive website for more information: www.hse.gov.uk/pubns/hse39.pdf ↗."

Legal capacity

Please confirm that you have in place, or that you will have in place by the award of the contract, the human and technical resources to perform the contract to ensure compliance with the UK General Data Protection Regulation and to ensure the protection of the rights of data subjects.

Please provide details of the technical facilities and measures (including systems and processes) you have in place, or will have in place by contract award, to ensure compliance with UK data protection law and to ensure the protection of the rights of data subjects. Your response should include, but should not be limited to facilities and measures:

• to ensure ongoing confidentiality, integrity, availability and resilience of processing systems and services
• to comply with the rights of data subjects in respect of receiving privacy information, and access, rectification, deletion and portability of personal data
• to ensure that any consent based processing meets standards of active, informed consent, and that such consents are recorded and auditable
• to ensure legal safeguards are in place to legitimise transfers of personal data outside the UK (if such transfers will take place)
• to maintain records of personal data processing activities

"Relevant experience and contract examples

Please provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work).

Where this procurement is for goods or services, the examples must be from the past three years.

The named contact provided should be able to provide written evidence to confirm the accuracy of the information provided.

For consortium bids, or where you have indicated that you are relying on an associated person to meet the technical ability, you should provide relevant examples of where the associated person has delivered similar requirements. If this is not possible (e.g. the consortium is newly formed or a special purpose vehicle is to be created for this contract) then three separate examples should be provided between the principal member(s) of the proposed consortium or members of the special purpose vehicle or sub-contractors (three examples are not required from each member).

If you cannot provide at least one example of previous contracts, please provide an explanation for this and how you meet the conditions of participation relating to technical ability."

"Experience of sub-contractor management

Where you intend to sub-contract a proportion of the contract, please demonstrate how you have previously maintained healthy supply chains with your sub-contractor(s) (which may be the intended sub-contractor(s) for this procurement or any others used previously).

The description should include the procedures you use to ensure performance of the contract."

"Organisational standards

Where conditions of participation have specified organisational qualifications or standards, please provide details of how these are met, or other equivalent standards that equal or exceed what has been requested. "

"Health and safety

Please describe the arrangements you have in place to manage health and safety effectively and control significant risks relevant to the contract (including risks from the use of contractors, where relevant). [Please use no more than 500 words.]"

"Please provide all the relevant details of previous breaches of health and safety legislation in the last 5 years, applicable to the country in which you operate, on comparable projects, for both:

• Your organisation
• All your supply chain members"

Please confirm you hold FORS Silver accreditation, as required by the City of Westminster?

Please confirm your compliance with Westminster code of practice requirements, eg, CLOCS?

Do you hold a ConstructionLine accreditation, which Level?

Constructionline registration number:

Do you have SSIP accreditation?

Do you hold ISO45001?

Do you hold ISO14001?

Do you hold ISO9001?

"Public and private sector contracts

(a) Please provide the percentage of invoices* paid by you to those in your immediate supply chain on all contracts for each of the two previous six-month reporting periods.** This should include the percentage of invoices paid within each of the following categories:

1. within 30 days
2. in 31 to 60 days
3. in 61 days or more
4. due but not paid by the last date for payment under agreed contractual terms

(b) Please provide the average number of days taken by you to pay an invoice to those in your immediate supply chain on all contracts for each of the two previous six-month reporting periods. It is acceptable to cross refer to information that has previously been submitted to government or other bodies or is publicly available (provided it covers the required reporting periods), including data published in accordance with the Reporting on Payment Practices and Performance Regulations 2017. If you do wish to cross-refer, please provide details and/or insert link(s).

(c) If you are unable to demonstrate that all invoices have been paid within the agreed contractual terms, please explain why. Note: if you are required to submit an action plan under question 28(d), this action plan must also set out steps to address your payment within agreed terms, to achieve a pass for question 28(d).

(d) If you are unable to demonstrate that at least 95% of invoices payable to your supply chain on all contracts have been paid within 60 days of the receipt of the invoice in at least one of the last two six-month reporting periods, please provide an action plan for improvement which includes (as a minimum) the following:

1. Identification of the primary causes of failure to pay:

o 95% of all supply chain invoices within 60 days; and

o if relevant under question 28(c), all invoices within agreed terms

2. Actions to address each of these causes.
3. A mechanism for and commitment to regular reporting on progress to the supplier's audit committee (or equivalent).
4. Plan signed off by director.
5. Plan published on its website (this can be a shorter summary plan).

If you have an existing action plan prepared for a different purpose, it is acceptable to attach this but it should contain the above features.

Evidence for self-declarations (questions 23 to 24): Prior to contract award the following evidence will be required from the successful supplier (where the supplier has answered 'Yes' to question 22 above) to verify the supplier's responses

Q23 - A copy of your standard payment terms for all of your supply chain contracts.

Q23 - A copy of your procedures for resolving disputed invoices promptly and effectively.

Q23 - Details of any payments of interest for late payments you have paid in the past 12 months or which became due during the past 12 months and remain payable (contractually or under late payment legislation) and, if any such payment has been made (or arose), an explanation as to why this occurred and an outline of what remedial steps have been taken to ensure this does not occur again.

Q24 - A copy of your standard payment terms used with sub-contractors on public sector contracts subject to the Procurement Act 2023"

Carbon Reduction Plan

Please confirm that you have detailed your environmental management measures by completing and publishing a Carbon Reduction Plan which meets the required reporting standard.

Please confirm that your organisation is taking steps to reduce your GHG emissions over time and is publicly committed to achieving net zero by 2050.

Please confirm your Net Zero Target Date (e.g. 2050)

"Please complete the following Supplier Emissions Declaration:

Baseline Year: [Insert Year]

Scope 1: [Insert emissions (tCO2e)]

Scope 2: [Insert emissions (tCO2e)]

Scope 3: [Insert emissions (tCO2e)]

Current/Most Recent Reporting Year: [Insert Year]

Scope 1: [Insert emissions (tCO2e)]

Scope 2: [Insert emissions (tCO2e)]

Scope 3: [Insert emissions (tCO2e)]"

Tackling Modern Slavery in Supply Chains (PPN 009)

"Modern Slavery Statement (or equivalent statement/document)

Supplier is 'a relevant commercial organisation'* and is compliant with the requirements contained within section 54 of the Modern Slavery Act 2015 and associated guidance and their statement includes information relating to:

a. the organisation's structure, its business and its supply chains

b. its policies in relation to slavery and human trafficking

c. its due diligence processes in relation to slavery and human trafficking in its business and supply chains

d. the parts of its business and supply chains where there is a risk of slavery and human trafficking taking place, and the steps it has taken to assess and manage that risk

e. its effectiveness in ensuring that slavery and human trafficking is not taking place in its business or supply chains, measured against such performance indicators as it considers appropriate

f. the training and capacity building about slavery and human trafficking available to its staff

Or

Supplier is not 'a relevant commercial organisation' but has a turnover of more than £36 million and has provided a link to an equivalent statement or document which demonstrates information relating to a to f above.

*'Relevant commercial organisations' are defined as commercial organisations that carry on a business or part of business in the UK, supply goods or services and have an annual turnover of £36 million or more."

Procuring steel (PPN 010)

"For projects/programmes involving a relevant steel procurement, please describe the supply chain management systems, policies, standards and procedures you have in place to ensure robust supply chain management.

Please provide details of previous similar projects where you have demonstrated a high level of competency and effectiveness in managing all supply chain members involved in steel supply or production to ensure a sustainable and resilient supply of steel."