1



[pic]

Planning and Building Unit

Guide for Contractors completing DoES-QW2 Suitability Questionnaire

1st Edition, April 2011

STEP 1 Check that you are using the right questionnaire!

The eTenders Contract Notice (under Conditions for Participation) will state what questionnaire you should use and where you can find it, so download it and double check that you are using the right questionnaire.

If the eTenders Contract Notice states that you should complete DoES – QW2 – Works Contractor Open Procedure available at education.ie, make sure that you down load this questionnaire from the Department of Education and Skills website (under School Planning/Building > Technical Guidance > Tender Documentation).

Do not use the Open Procedure questionnaire (QW2 – Works Contractor Open Procedure) on the Construction Procurement web-site as it does not include the DoES specific requirements!

STEP 2 Checking your eligibility.

Under the Open Procedure, any contractor is allowed to submit a tender. This does not however mean that there are no minimum standards for participation.

For a tender to be deemed a valid tender, the tenderer must meet the Minimum Standards for Participation published in the eTenders advertisement/Contract Notice. The eTenders Contract Notice in turn refers to the suitability questionnaire DoES – QW2 – Works Contractor Open Procedure so you must also meet all the standards set out in that questionnaire. Lastly, there are a number of pre-conditions for award set out in the ITT such as a requirement for a C2/Tax clearance certificate.

To submit a valid tender you must meet all the minimum standards in all the 3 documents above.

Do not submit a tender if you do not meet the minimum standards required! (Your tender will be excluded and you will have wasted your time and money!)

There is no point in costing a project, pricing a Bill of Quantities and submitting a tender if you do not meet the minimum standards! The Contracting Authority has no discretion – if you do not meet the minimum standards, your tender will be excluded from the competition and the money you spent preparing the tender will be wasted!

To help you decide if you meet the minimum standards answer for yourself the questions on the checklist on the next page. If your answer to any of the questions is no, then you do not meet the minimum standards required and should you prepare and submit a tender it will be excluded. (If your tender is successful, you will be required to submit proof that you comply)

SUITABILITY CHECKLIST (Page 1 of 2)

| |

| |

| |

|PERSONAL SITUATION |

|Can you confirm that none of the circumstances specified in Directive 2004/18/EC Article 45 and 51 and Regulation 53 of SI 329 of 2006 apply? |

|This means that: |

|no individual or member of the Contractor/Service Provider Consortium has been convicted of participation in a criminal organization, corruption, fraud |

|or money laundering, |

|that your firm is not bankrupt, or being wound up or is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding |

|up, or under administration by the court, or for an arrangement with creditors, in this or any other jurisdiction, and |

|that your firm has fulfilled its obligations relating to the payment of social security contributions and the payment of taxes? |

| |

| |

| |

| |

| |

| |

| |

|TURNOVER |

|Is your average annual turnover for the last 3 years greater than the amount you would tender for this project? |

| |

| |

| |

| |

| |

| |

| |

|CONTRACTS MANAGER |

|Has the person you intend to use as Contracts Manager got |

|6 years Building Construction experience including at least 3 years in a management role? |

|or |

|Appropriate formal training/qualifications relevant to the role of Contracts Manager plus 4 years Building Construction experience including at least 2 |

|years in a management role? |

| |

| |

| |

| |

| |

| |

| |

|HEALTH & SAFETY MANAGER |

|Has the person you intend to use as Health & Safety manager (who may be the same person as the Contracts Manager and/or foreman) got |

|6 years Building Construction experience and a Degree/diploma or other equivalent H&S training? |

|or |

|6 years Building Construction experience including 2 years acting in the capacity of Health and Safety Manager (in conjunction with other management |

|duties) on building construction projects? |

| |

| |

| |

| |

| |

| |

| |

|FOREMAN (SITE MANAGER) |

|Has the person you intend to use as Foreman (who may be the same person as the Contracts Manager and/or H&S Manager) got |

|6 years Building Construction experience including at least 2 years as a Foreman (Site Manager)? |

|or |

|Appropriate formal training/qualifications relevant to the role plus 4 years Building Construction experience including at least 2 years as a Foreman |

|(Site Manager)? |

| |

| |

| |

| |

| |

| |

| |

|SITE SAFETY OFFICER |

|Has the person you intend to use as Site Safety Officer (who may be the same person as the Foreman or PSCS) got |

|4 years Building Construction experience including 2 years acting in the capacity of Site Safety Officer (in conjunction with other duties) on building |

|construction projects? |

|or |

|4 years Building Construction experience plus a Degree/diploma or other equivalent H&S training (minimum 4 hours externally accredited CPD) |

| |

| |

| |

| |

| |

| |

SUITABILITY CHECKLIST (Page 2 of 2)

| |

| |

| |

|PROJECT SUPERVISOR (CONSTRUCTION STAGE) |

|Has the person you intend to use as Project Supervisor (Construction Stage) (who may be the same person as the Site Safety Officer) got |

|4 years Building Construction experience including at least 1 completed project (of a similar size and nature) acting in the capacity of PSCS (where the|

|role of PSCS was satisfactorily completed) |

|and |

|Formal externally accredited training in Health & Safety (relevant to the role of PSCS) within the last 5 years? |

| |

| |

| |

| |

| |

| |

|FIRM’S PREVIOUS EXPERIENCE |

|Has your firm completed 3 projects (i.e. at Substantial completion) of a similar nature of a value no less than half the Tender sum and no greater than |

|€10.0m within the last 7 years? |

|(Projects of a similar nature are defined as single building projects (not necessarily educational) with similar construction and service requirements.)|

| |

| |

| |

| |

| |

| |

| |

|MEASURES FOR ENSURING QUALITY |

|Does your firm have Quality Control procedures in place for |

|for the administration of a project (Both external “Quality Assured” and internal procedures are acceptable), and |

|ensuring a high standard of building construction quality in accordance with the Tender documents |

| |

| |

| |

| |

| |

| |

|NUMBER OF STAFF EMPLOYED BY THE FIRM |

|Does your firm have sufficient staff available to fulfil the roles of Contracts Manager, Health & Safety Manager, Foreman, Site Safety Officer and PSCS |

|(considered in conjunction with Turnover and current workload)? |

|(You may rely on staff not currently employed with the firm as long as there is a binding agreement to take up the work if your firm is successful.) |

| |

| |

| |

| |

| |

| |

| |

|H&S COMPETENCE OF CONTRACTOR (in addition to the above) |

|Do you have a defined company structure setting out the duty holders responsible for Health and Safety? |

|Do you have a Safety Statement in the format outlined at |

| |

|including |

|copies of standard forms used for method statements and risk assessments, |

|details of arrangements for continuing training of personnel in Health and Safety, including personnel who would be employed on the project |

|details of the company’s procedures for disseminating up-to-date developments on health and safety issues; |

|details of the company’s arrangements for the co-ordination of information between the different contractors, suppliers and designers involved in a |

|project; |

|details of the methodology for the dissemination of health and safety information for the construction stage on this or equivalent projects; |

|Or |

|Current third party certification (e.g. Safe-T-Cert, or OHSAS 18001, or approved equivalent)? |

|Do you have access (online or offline) to appropriate levels of Codes of Practice, Regulatory and Statutory guidance? |

| |

| |

| |

| |

| |

| |

|H&S COMPETENCE OF PSCS (in addition to the above) |

|Has your firm completed 3 building construction projects (i.e. at Substantial completion) similar in nature and complexity on which the firm fulfilled |

|the role of PSCS satisfactorily |

|(Where enforcement actions, legal proceedings, accidents, fatalities or incidents have been recorded for any of those projects, evidence will be |

|required to show that adequate measures have been put in place by the firm to address any deficiencies in their Health and Safety procedures including |

|the inter-relationship between the PSCS and the contractor, how the role of PSCS is implemented, and a procedure for taking corrective measures for all |

|stages.) |

| |

| |

| |

| |

| |

| |

STEP 3 - Completing the questionnaire and supplements.

1 Go onto the Department of Education and Skills website under School Planning/Building > Technical Guidance > Tender Documentation) and download the questionnaire. (All the relevant supplements and Declarations are also posted on the website in the same location.

QUESTIONNAIRE

On the front page enter the Title of the Project

Do not change any text on the next page or in Section 1. Section 1 is standard and does not change from project to project.

On Page 6 Tenderer Details complete the sections marked Tenderer Entry. If you are not a Consortium or a Joint Venture the section on Consortia and Joint Ventures doesn’t apply to you, so enter “N/A”. Section 2.4 Additional Tenderer company details should be left unchanged. No additional details are required by the Contracting Authority.

On Page 9 Contracting Authority’s assessment and Tenderer’s Summary, the criteria are listed. You may use this section to check that you have completed the questionnaire properly and included the relevant declarations and information, but you are not obliged to do so. If you do not complete this section it will not affect the validity of your questionnaire. If you are using this list of criteria as a checklist don’t change anything other than sections marked Tenderer Entry.

Under Evidence of Tenderer’s Personal Situation you are not required to submit a declaration at this time. All you have to do is click the box to the right of “(b) will be completed, signed, witnessed and submitted at the appropriate time if requested”. An “X” will appear in that box.

You can skip 3.2 Enrolment on professional or trade register – it is not applicable!

Under 3.3 Evidence of Economic and Financial Standing, you are not required to submit any evidence with the questionnaire. However you must sign Declaration D and attach it to the questionnaire. Declaration D covers all the Economic and Financial criteria.

Under each of Turnover, Public Liability Insurance, Employer’s Liability Insurance, and Performance Bond (in addition to declaration D) you should click the box to the right of “(b) will be submitted at the appropriate time if requested”. An “X” will appear in each box clicked.

You can ignore the other Economic and Financial Standing criteria – they are not applicable.

Under 3.4a Educational and professional qualifications (Management) and 3.4b Educational and professional qualifications (Personnel), you are not required to submit any evidence at this time. You must however click the box to the right of “(b) will be submitted at the appropriate time if requested”. An “X” will appear in each box clicked.

Under 3.4c List of works carried out over the past 7 years you must complete Certificates of Satisfactory Execution (Appendix B2) for each of 3 projects meeting the requirements in the questionnaire. All 3 projects must have been completed (i.e. at Substantial completion) within the last 7 years. The Contract value of each project must be no less than half the Tender sum and no greater than €10.0m. (Remember that the Contracting Authorities may contact the references!)

Under 3.4d List of technicians or technical bodies involved especially those responsible for quality control, you are not required to submit any evidence with the questionnaire. However you must sign Declaration E and attach it to the questionnaire. You must also click the box to the right of “(b) will be submitted at the appropriate time if requested”.

Under 3.4e average annual numbers of persons employed by the contractor and those in a managerial position over the past 3 years, you are not required to submit any evidence at this time. You must however click the box to the right of “(b) will be submitted at the appropriate time if requested”. An “X” will appear in the box clicked.

You can skip 3.4f a statement of the technical equipment available – it is not applicable!

Don’t forget to check that you have signed the questionnaire and attached the 2 supplements (see below) and all the (signed) Declarations listed.

SUPPLEMENT 3.4.1 - HEALTH AND SAFETY COMPETENCE AS CONTRACTOR

Under 3.4.1a Educational and professional qualifications (Management) and 3.4.1b Educational and professional qualifications (Personnel), you are not required to submit any evidence with the questionnaire. However you must sign Declaration G and attached it to the questionnaire. You must also click stating the Declaration G is attached.

Under 3.4.1c List of works carried out over the past 7 years, you will have already completed Certificates of Satisfactory Execution (Appendix B2) for each of 3 projects for Criterion 3.4c. You do not need to provide any additional information. You must however click the box to the right of “(a) are attached with your response as Appendix 3.4c”

Under 3.4.1d List of technicians or technical bodies involved (especially those responsible for quality control),

24 Declaration C1 must be signed and submitted with the questionnaire, and either

25 Declaration C3 (signed and submitted with the questionnaire) or

26 Evidence of current third party certification (e.g. Safe-T-Cert, or OHSAS 18001, or approved equivalent)

You must also click the box to the right of “(a) is attached with your response at Appendix 3.4fd/ 3.4.1d(HS) / covered in responses 3.4.1a -f for Type 1 & 2 projects, or attached at Appendix 3.4.1d / covered in responses 3.4.1a-f for Type 3 projects”.

No information is required under 3.4.1e average annual numbers of persons employed by the contractor and those in a managerial position over the past 3 years. You must however click the box to the right of “(a) is attached with your response as Appendix 3.4e”

Under 3.4.1f a statement of the technical equipment you are not required to submit any evidence with the questionnaire. However you must sign Declaration F and attached it to the questionnaire. You must also click the box to the right of “(a) is attached with your response as Appendix 3.4f / 3.4.1f(HS) for Type 1 projects / 3.4.1f only for Type 2 & 3 projects!”. An “X” will appear in the box clicked.

Lastly make sure that you attach supplement 3.4.1 to the Questionnaire, together with all the signed declarations!

SUPPLEMENT 3.4.2 - HEALTH AND SAFETY COMPETENCE AS PSCS

Under 3.4.2a Educational and professional qualifications (Management) and 3.4.2b Educational and professional qualifications (Personnel), you are not required to submit any evidence with the questionnaire. However you must sign Declaration H and attached it to the questionnaire. You must also click stating the Declaration H is attached.

Under 3.4.2c List of works carried out over the past 5 years you must complete Certificates of Satisfactory Execution (Appendix B3) for each of 3 projects meeting the requirements in the questionnaire. All 3 projects must have been completed (i.e. at Substantial completion) within the last 5 years. The Contract value of each project must be no less than half the Tender sum and no greater than €10.0m.

Under 3.4.2d List of technicians or technical bodies involved (especially those responsible for quality control), the information you submitted for 3.4.1d is sufficient – no additional information is needed.

However if the role of PSCS is being sub-contracted to a specialist H&S firm,

37 Declaration C1 must be signed by that H&S firm and submitted with the questionnaire, and either

38 Declaration C3 (signed by that H&S firm and submitted with the questionnaire) or

39 Evidence of current third party certification (e.g. Safe-T-Cert, or OHSAS 18001, or approved equivalent) for that H&S specialist firm

In all cases you must click the box to the right of “(a) is attached with your response as Appendix 3.4d / 3.4.2d(HS) /covered in responses 3.4.2a-d for Type 1 and 2 projects, or attached at Appendix 3.4.2d / covered in responses 3.4.2a-d for Type 3 projects”. An “X” will appear in the box clicked.

No information is required under 3.4.2e average annual numbers of persons employed by the contractor and those in a managerial position over the past 3 years. You must however click the box to the right of “(a) is attached with your response as Appendix 3.4e”

Under 3.4.2f statement of the technical equipment, the information you submitted for 3.4.1e is sufficient – no additional information is needed. You must however click the box to the right of “(a) is attached with your response at 3.4f / 3.4.2f(HS) for Type 1 and 2 projects”. An “X” will appear in the box clicked.

Under 3.4.2g (HS) Technical facilities and measures for ensuring quality of services if the Main Contractor is fulfilling the role of PSCS the information you submitted for 3.4.1d and 3.4.2d is sufficient – no additional information is needed.

However where the role of PSCS is being provided by an external company subcontracted to the Main Contractor that specialist H&S firm must sign Declaration C4 and the Main Contractor must submit it with the questionnaire.

In all cases you must also click the box to the right of “(b) will be submitted at the appropriate time if requested”. An “X” will appear in the box clicked.

Lastly make sure that you attach supplement 3.4.2 to the Questionnaire, together with all the signed declarations!

STEP 4 - Checklist of documents to be submitted:

Note: All the documents below e signed except for SUPPLEMENT 3.4.1 and SUPPLEMENT 3.4.2. The signature must be that of a Director/Principal with date in hardcopy

DOES – QW2 – WORKS CONTRACTOR OPEN PROCEDURE

SUPPLEMENT 3.4.1 - HEALTH AND SAFETY COMPETENCE AS CONTRACTOR

SUPPLEMENT 3.4.2 - HEALTH AND SAFETY COMPETENCE AS PSCS

Appendix B2 – Certificates of satisfactory execution – Works only (3 Projects)

Appendix B3 – Certificates of satisfactory delivery of Services (PSCS) (3 Projects)

Appendix C1 – H&S Declaration (Contractor/PSCS)

Appendix C3 – H&S Compliance Declaration (Contractor)

Appendix C4 – H&S Compliance Declaration (PSCS) (if sub-contracted)

Appendix D – Economic & Financial Criteria Declaration

Appendix E – Quality Control Declaration

Appendix F – Technical Equipment Declaration

Appendix G – Educational & Professional Qualifications (H&S) Declaration

Appendix H – Educational & Professional Qualifications (PSCS) Declaration

(all available at education.ie )

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download