1. society
2. work
3. contracts

ITT
Invitation to Tender
for
Direct Production Long-term
Contract
Contract No: 430/11-15/LTC/1A
Contract – Open ITT
Introduction
The Forestry Commission’s (FC) mission is to protect and expand Britain's forests and
woodlands and increase their value to society and the environment.
We, the FC, will always consider equality when conducting our procurement activities.
We require you to meet your duties under the Equality Act 2010 and may ask for
evidence that you are aware of and operate in accordance with those requirements.
We, the FC, take the lead, on behalf of all three administrations, in the development
and promotion of sustainable forest management. We deliver the distinct forestry
policies of England, Scotland and Wales through specific objectives drawn from the
country forestry strategies.
More information is available on our website at www.forestry.gov.uk
Forestry Commission Wales (FCW) harvests approximately 770,000 m3 over bark
standing (obs) of timber from Welsh Assembly woodlands each year.
Of this, 330,000m3 is harvested by Direct Production i.e. FCW commissions the
harvesting to roadside with their own harvesting machines or engages contractors to
carry out the work. The remaining 440,000 m3 is sold as Standing Sales.
1 Type and term of contract
We will be awarding a long-term harvester/forwarder contract for the supply of
harvesting to roadside and safe stacking of the cut timber in North, Mid & South
Wales totalling approximately 10,000 tonnes per annum.
Our intention is to award this contract for a period of 3 years. There will be an option
to extend the contract by up to a further 2 years in total. The decision to extend will
be at our discretion and we will base it upon satisfactory completion of the first term.
The total value of this contract over the entire period including any extension options
will be in the region of £800,000 and £1,000,000. A stake bonus of £2 per tonne will
be paid on this contract.
2. Timetable, enquiries and return arrangements
2.1 Timetable
Set out below is the proposed procurement timetable. This is intended as a guide and
while we do not intend to depart from the timetable, we reserve the right to make
amendments at any stage.
Page 2
Contract – Open ITT
Stages
Dates
Issue of ITT and supporting documents
Thursday 1st September 2011.
www.forestry.gov.uk/tenders
Bidder briefing day
Wednesday 14th September 2011 @
0930hrs, IBERS, Penryhncoch.
Closing date and time for enquiries
Thursday 6th October 2011 @ 1300hrs
Tender return date and time
Friday 28th October 2011 @ 1300hrs
Expected notification of intent to award
Friday 4th November 2011.
End of standstill period
Wednesday 9th November 2011.
Expected award date
Thursday 10th November 2011.
2.1.1 Clarification
We will objectively evaluate all submissions based on the criteria and scoring shown in
the Evaluation Matrix at Section 5.5. Once we have evaluated submissions we may
need more clarification and we may ask for this as additional information or a
meeting. The purpose is to further explore information you, the tenderer, provided in
your submission and you should be aware that we may adjust scores up or down
based on information you have provided at this stage.
2.2 Enquiries
Please send all enquiries in writing or by email, by the deadline stated at Section 2.1,
quoting the contract number printed at the front of this document to:
claire.evans@forestry.gsi.gov.uk
Or
Claire Evans
Welsh Government Building, Forestry Commission Wales,
Rhodfa Padarn, Llanbadarn Fawr
Aberystwyth, Ceredigion. SY23 3UR
If we consider any question or request for clarification is relevant to all interested
parties, we will circulate both the query and the response to all potential tenderers,
although your identity will remain confidential.
If you want to tender, and have not yet registered interest in the contract, you must
do so before the closing date for enquiries to make sure you are told about any
questions and answers.
Page 3
Contract – Open ITT
2.3 Return arrangements
Please return you completed tender as:

two paper copies by post or hand delivered.
Please note that we do not accept fax or email copies.
We must receive your completed tender before the closing time shown in the
timetable at Section 2.1. We will keep tenders received before this deadline
unopened until after this time. We will not consider any tenders we receive after the
deadline. Please be aware that tenders may be copied for our use.
Mark your envelopes with the words:
“Tender for Direct Production Long-term Contract 430/11-15/LTC/1A – Not
to be opened until Friday 28th October @ 1300hrs”
Submissions may be excluded if you do not mark the envelope in this way.
Send completed tender documents to the following address:
Finance Section
Welsh Government Building, Forestry Commission Wales
Rhodfa Padarn, Llanbadarn Fawr,
Aberystwyth, Ceredigion. SY23 3UR.
3. Statement of Requirements
FC intends to award 1 long-term contract for harvesting and extracting timber to
roadside in North, Mid and South Wales. This long-term contract will be for an initial
period of 3 years with the possibility of an extension of 2 years pending successful
completion of the first phase.
The contract will consist of clear fell operations and will involve harvester/forwarder
work.
Maps, risk assessments, method statements, coupe constraint schedules for 1 coupe
in the first year have been provided on the website for your use. Please answer
questions H1 & H2 FOR THIS COUPE ONLY as well as submitting a price. All other
coupes in Year 1 should be priced only at this stage.
Page 4
Contract – Open ITT
Long Term Contract 1A.
This long-term contract is for mechanised thinning of up to 10,000 tonnes per annum
with a harvester, then forwarding and safely stacking the cut timber at the side of the
forest road ready for collection by timber lorries.
The work in year 1 will be located in the areas of Hafren, Coed Sarnau, Dyfi, Dyfnant
and South Dolgellau (see the location maps for LTC 1A).
Year one consists of five coupes ranging in size from 850 tonnes to 4,600 tonnes.
Note: Tenderers must include details of any areas where they will not be able to
comply with these requirements. If your tender does not meet these requirements we
reserve the right to reject it completely.
All operations will be managed in accordance with best practice guidance, including
but not limited to:
Forestry Commission Protocol: Guidance on Site Selection for Brash Removal.
Practice Guide: Whole Tree Harvesting: a Guide to Good Practice
Practice Note: Managing Brash on Conifer Clearfell Sites
Forestry Commission: Forests & Water Guidelines (4th ed.)
Forestry Commission: Forests & Soil Conservation Guidelines
Forestry Commission: Forest Nature Conservation Guidelines
Forestry Commission: Forests & Archaeology Guidelines
You will be required to harvest and extract timber to roadside for subsequent road
haulage into lengths and diameters specified by the contract managers. You will
provide all equipment and labour to carry out the works.
You are required to give an indicative weekly production rate for each of the contracts
that you tender for.
You will also be required to provide stock additions by text/fax/email or telephone on
a frequency to be agreed with the Contract Manager prior to the contract being signed
but weekly at the very least.
You need to be able to deliver services within the contract period. We do not
guarantee the quantities throughout the contract period. Site volumes are
estimates only and advertised sites may change. Forestry Commission expects a high
standard of product and service throughout the life of the Contracts. If you
demonstrate your abilities during the ITT stage, we expect you to continue to work to
at least this standard and work to improve the quality of the service or goods you
provide throughout the Contracts. Your performance in this respect will be actively
reviewed throughout the contract period.
Please note that, even if you have worked successfully for FCW in the past, you may
need to undertake additional training during these contracts to meet the full
specification.
We will pay through the FC Wales direct contractor self-billing system for all loads that
have updated weight tickets in the system within 30 days of the invoice date. The
payments for loads despatched and awaiting the updated weight will be at the
Page 5
Contract – Open ITT
discretion of Forestry Commission Wales. The FCW contract manager will consider
requests for timber to be paid at roadside once it has been there for more than 6
weeks from the date of extraction.
Suppliers should be able to provide reports every two months on the following items:Number of staff employed on works
Number of machines by type
Any Health & Safety issues
Copies of any AFAG guides completed within the 2 month period
Accident reports
Near miss reports
Locations and a progress report where work has taken place
4. Guidance notes for completing the ITT
4.1 Completing the ITT
Please answer every question. If the question does not apply to you please write N/A.
If you do not know the answer please write N/K.
Warning: Please note that if you answer N/A or N/K to any question, we
may reject your submission in full and will not evaluate any further
questions.
4.2 Supporting documents
To make the process straightforward, you do not need to provide supporting
documents such as accounts, certificates, statements or policies with your tender.
However, we may ask you for these later. You may also be asked to clarify your
answers or provide more details. Your organisation will only be evaluated based on
the information in your tender. Note that if you do not mention any previous
experience of working with us in your reply we cannot take this into account. Please
do not send any information that is general company or promotional literature, as this
will not form part of our evaluation. Any additional documents you provide must refer
to a question within the ITT and be easily identifiable as the answer.
4.3 Costs
All costs associated with taking part in this process remain your responsibility. We will
not return any part of your completed tender to you.
Page 6
Contract – Open ITT
4.4 Right to cancel or vary the process
We reserve the right to cancel or withdraw from the selection and evaluation process
at any stage.
By issuing this ITT, we do not undertake to accept the lowest priced tender, or part,
or all of any tender, and our acknowledgement of receiving your tender will not
constitute any actual or implied agreement between FCW and you the tenderer.
At any time before the deadline for the receipt of tenders, we may modify the ITT with
an amendment. We will number, date and issue any amendment in writing to all
prospective tenderers.
4.5 Confidentiality
You must treat all information we supply to you in confidence and do not disclose it to
third parties, unless you need to obtain sureties or quotations for submitting your
response.
The Government has set out the need for greater transparency across its operations
to enable the public to hold public bodies and politicians to account. This includes
commitments about public expenditure, intended to help achieve better value for
money.
As part of the transparency agenda, the Government has made the following
commitments for procurement and contracting, note procurement is devolved to the
Welsh and Scottish Administrations, so some of these requirements are not UK-wide
at this time.

All new central government tender documents for contracts over £10,000 are to
be published on a single website from September 2010, and this information
will be made available to the public free (except for contracts concluded in
Wales or Scotland exclusively).

New items of central government spending over £25,000 to be published online
from November 2010.

All new central government contracts with a value greater than £10,000 are to
be published in full on a single website from January 2011, and this information
will be made available to the public free (except for contracts concluded in
Wales or Scotland exclusively).
Bidders and those organisations looking to bid for public sector contracts should be
aware that, if they are awarded a new government contract, as a public sector
organisation, we will publish that contract. In some circumstances, some
information will be made unreadable before they are published so we comply with
existing law and for protecting national security.
As part of the tendering process, when submitting your bids, you should identify
which pieces of information you regard as being sensitive and would not want
published. We will then assess this information (along with the rest of the contract)
against the exemptions set out by the freedom of Information Act when
considering which contractual information should or should not be published.
Page 7
Contract – Open ITT
4.6 Consortia arrangements
If you are bidding as a consortium, you must provide the following information:
Full details of the consortium; and

The information sought in this ITT for each of the consortium’s constituent
members as part of a single complete response.
You should provide details of the actual or proposed percentage shareholding of the
constituent members within the consortium in a separate Annex. If as a consortium
you are not proposing to form a corporate entity, please provide full details of
alternative proposed arrangements in the Annex. However, please note we reserve
the right to require a successful consortium to form a single legal entity under
Regulation 28 of the Public Contracts Regulations 2006.
We recognise that arrangements about consortia may (within limits) be subject to
future change. You should therefore respond in the light of current arrangements. We
remind you that you must tell us about any future proposed change to your consortia
so we can make a further assessment by applying the selection criteria to the new
information you provide.
4.7 Sub-contractors
Where you propose to use sub-contractors, please give all information we ask for
about the prime contractor. Where sub-contractors will play a significant role in the
delivery of the services or products under any any ensuing contract, please indicate in
a separate annex (by inserting the relevant company or organisation name) the
composition of the supply chain, showing which member of the supply chain will be
responsible for the elements of the requirement.
We recognise that arrangements about sub-contracting may change. However, you
need to remember that where sub-contractors are to play a significant role, any
changes to those sub-contracting arrangements may constitute a material change and
therefore may affect your ability to proceed with the procurement process or to
provide the goods and, or, services.
4.8 Tender validity
All details of the tender, including prices and rates, must be valid for 90 days from
receipt of tender.
4.9 Language
The completed tender and all accompanying documents must be in English.
4.10
Applicable Law
Any contract concluded as a result of this ITT will be governed by English law.
4.11
Pricing
All prices will be in sterling and exclusive of VAT.
Page 8
Contract – Open ITT
4.12
Additional costs
Once we have awarded the contract, we will not pay any additional costs incurred
which are not reflected in your tender submission.
4.13
Disclaimer
While the information in this ITT and supporting documents has been prepared in
good faith by us, it may not be comprehensive nor has it been independently verified.
Neither the FC, nor their advisors, nor their respective directors, officers, members,
partners, employees, other staff or agents:

makes any representation or warranty (express or implied) as to the accuracy,
reasonableness or completeness of this ITT; or

accepts any responsibility for the information contained in the ITT or for the
fairness, accuracy or completeness of that information nor shall any of them be
liable for any loss or damage (other than in respect of fraudulent
misrepresentation) arising as a result of relying on such information or any
subsequent communication.
4.14
Inducements
Offering an inducement of any kind in relation to obtaining this or any other contract
with us will disqualify you from being considered and may constitute a criminal
offence.
4.15
Contract management
If we award a contract, you will have to co-operate in managing the contract, and
comply with the contract management requirements, as detailed in the Statement of
Requirements at Section 3.
Page 9
Contract – Open ITT
5 Evaluation and short-listing
5.1 Evaluation
Parts A-F contain selection criteria.
These focus on your characteristics and suitability in principle to provide the
requirements – they are about whether you are capable of providing the requirement
rather than how you will actually deliver it.
Questions will fall within one of the following headings:

Capability/Technical Ability

Capacity

Quality
Parts H-I contain award criteria.
These focus on how you will deliver the contract if successful.
We will evaluate responses to the tender objectively, using the evaluation matrix at
Section 5.5.
The evaluation will initially be carried out on parts A-F of your response. If you are
considered to have passed the initial selection stage and your response will then be
evaluated further. If you are not considered to have passed the initial selection stage
you will not have been successful and your response will not be evaluated any further.
Your response will be deemed to have passed the selection stage if:

You have passed all gateway questions

You’re answers to E1 and E2 reach the minimum acceptable standard of 50%.
5.2 Gateways
Some questions in the tender are known as gateways and are fundamental
requirements of the contract.
If you do not answer these questions, we may reject your submission in full and will
not evaluate any further questions..
5.3 Specific questions (Section E & H)
Sections E & H contain requirement-specific questions.
To make sure the relative importance of the questions is correctly reflected in the
overall scores, we have applied a weighting system to each section of the tender.
The marks allocated for each question will be multiplied by the relevant weighting as
shown for each section.
Page 10
Contract – Open ITT
5.4 Award
Once we have carried out the evaluation and identified the successful tenderer(s), we
will tell all tenderers in writing by e-mail or post of our intention to award.
5.4.1
Standstill Period
We will apply a standstill period of 5 calendar days minimum between the notification
of intention to award, and the start of the contract.
5.4.2
Debriefing
We will give all bidders the opportunity of a debriefing. Please tell us in writing as
soon as possible if you want a debriefing. We provide a formal debrief within 15
calendar days of receiving a request.
Page 11
Contract – Open ITT
5.5 Scoring matrix
Section
Title
Weighting
Agreed Marking Criteria
A
Background
Information
Pass/Fail
Completion of this Section is mandatory
B
Financial Status
Pass/Fail
Turnover will be checked to ensure that contract
value is not disproportionate to turnover. If any
aspects of turnover cause concern, we may run
an Experian report to check financial status.
We expect a positive response to the remainder
of this section. We will take a risk-based
approach to assessing this area.
C 1 - 15
Health & Safety
Pass/Fail
There should be a written Health and Safety
Policy within suppliers’ organisation, and
evidence that staff training is provided for health
and safety. Provides detail of how health and
safety at Work is managed. Ideal response to
Q's will be 'No', however where we receive a
‘Yes’ we will need a detailed response which
gives clear evidence of how the situation has
been remedied and improved.
D
Insurance Details
Pass/Fail
Demonstrates adequate levels of insurance.
Where these are not in place, supplier must
agree to have the appropriate levels of
insurance in place by contract award date.
The following scoring system will be applied:
E1
Environment
50%
E2
Health & Safety
50%
8-10 Provides an excellent (8) to exemplary
response (9 or 10) with all areas covered to a
very high standard.
4-7 Provides an adequate response (4 or 5) with
some aspects missing to good response (6 or 7)
covering all aspects. [Note it is expected that
most bidders will achieve marks in this bracket
(4-7)].
1-3 Provides little or limited evidence
0 – An unacceptable or irrelevant response provided.
F
References
Pass/Fail
References provided are relevant to the subject
of this framework agreement. Number of
references provided is as expected; given the
length of time the supplier has been in business.
Where references are checked, the contract has
been carried out on time, to budget and to
Page 12
Contract – Open ITT
Section
Title
Weighting
Agreed Marking Criteria
specification.
G
Terms & Conditions
Pass/Fail
You must accept our terms and conditions. We will
discuss any issues you highlight before any award.
J
Declaration
Pass/Fail
Signed Declaration with no exceptions identified
will be a Pass. Where an exception has been
identified you may fail this section if you have
not provided information that clearly indicates
that any past conduct or problem has been
resolved and that steps have been taken to
prevent its recurrence. If we are satisfied that
this is the case you will pass this section.
K
Certificate of Bona
Fide Tender
Pass/Fail
Signed certificate provided with no exceptions
identified.
If you do not pass the above sections, your response will not be evaluated any
further.
H
Specific Award
Questions
The following scoring system will be applied:
H1
Environment
20%
H2
Health & Safety
20%
8-10 Provides an excellent (8) to exemplary
response (9 or 10) with all areas covered to a
very high standard.
4-7 Provides an adequate response (4 or 5) with
some aspects missing to good response (6 or 7)
covering all aspects. [Note it is expected that
most bidders will achieve marks in this bracket
(4-7)].
1-3 Provides little or limited evidence
0 – An unacceptable or irrelevant response
provided
I
Pricing Schedule
60%
The lowest price bid will attract the maximum
score and all other points awarded will be
calculated based on a percentage proportion of
the lowest bid.
Page 13
Contract – Open ITT
Your Response
In order to submit a bid for this requirement you must complete and return the
following sections to the address detailed at Section 2.3 by the time and date detailed
in the timetable at Section 2.1.
Part A – Background Information
Part B – Financial Status
Part C – Health & Safety
Part D – Details of Insurance Policies
Part E – Specific Selection Questions
Part F – References and evidence of work of a similar nature
Part G – Terms & Conditions of Contract
Part H – Specific Award Questions
Part I – Pricing Schedule
Part J – Declaration
Part K – Certificate of Bona Fide Tender
Page 14
Contract – Open ITT
Lots
Please indicate which lots you are interested in bidding for:
Lot No:
Bid: Yes/No
LTC 1A
Page 15
Contract – Open ITT
Part A – Background information
Weighting: Completion of this Section is mandatory
Question
A1
Name of Organisation
A2
Address for all
correspondence
A3
Contact Name
A4
Contact Position
A5
Telephone Number
A6
Fax Number
A7
E-mail address
A8
Web Address (if you have
one)
A9
Address of Registered Office
(if different from above)
A10
Is your Organisation:
Your Answer
i) a public limited company
ii) a limited company
iii) a partnership
iv) a sole trader
v) other (please specify)
A11
Names of the Directors or
Partners (if you have them)
A12
What are the main business
activities of your
organisation?
A13
Total number of employees
employed by your
Page 16
Contract – Open ITT
Weighting: Completion of this Section is mandatory
Question
Your Answer
organisation. (Including
Directors, Partners,
Apprentices, Trainees etc)
A14
Length of time your business
has been operating.
A15
Group
If the Organisation is a
Member of a Group of
Companies, please give the
name and address of the
main parent company.
A16
Company Registration
Number
(or EU registration number)
A17
VAT Registration Number
(or EU registration number)
A18
Are you bidding to provide
this service as a consortium?
If so please provide details.
A19
Do you intend to use subcontractor(s)? If so, please
detail for which elements of
the contract.
A20
Please state whether there is
any potential conflict of
interest in relation to this
contract, for example if any
of those involved with the
contract share private
interests with anyone within
the FC. Examples include
freemasonry, membership of
societies, clubs and other
organisations, and family
No
Yes
If you have answered “YES” please give
details.
Page 17
Contract – Open ITT
Part B – Financial status
Weighting: This is a Gateway Section (Pass/Fail)
B1
What was your turnover in each of
the last two financial years (if you
are a consortium please state
aggregated turnover)?
B2
Please indicate which of the following you would you be able to provide (please
tick a minimum of one):
£………… for year
ended --/--/--
£……… for year
ended --/--/----
A copy of your audited accounts for
the most recent two years (if this
applies).
A statement of your turnover,
profit & loss account and cash flow
for the most recent year of trading.
A statement of your cash flow
forecast for the current year and a
bank letter outlining the current
cash and credit position.
Alternative means of
demonstrating financial status if
trading for less than a year.
Yes
B3
If requested, would you be able to
provide a banker’s reference?
Page 18
No
Contract – Open ITT
Part C – Health and safety
Weighting: This is a Gateway Section (Pass/Fail)
The purpose of this section is to allow us to assess your competency in relation to
Health & Safety. We have provided some guidance to help you understand the
requirements against each area. You may also find it useful to refer to the Health &
Safety Executive (HSE)’s website for some guidance before completing this section.
This can be found at http://www.hse.gov.uk/.
General Health & Safety Questions
Yes
1.
No
Does your organisation have a
written Health & Safety Policy
Note: if your organisation has less than 5 employees, the Forestry Commission
still requires you to have a written Health & Safety Policy
2.
Please provide details of the Health & Safety training you provide to
employees, relevant to this contract. If you do not provide any training, please
provide details on why this is not necessary. From your answer a judgement
call will be made in terms of whether the training is appropriate/required for
the contract.
3.
Please provide details of how you manage Health & Safety at Work. Responses
should include:

Basic statement on safety awareness

Organisational structure

Nominated advisor/consultant for Health & Safety

Safe systems of work

Use of supervisory visits

Use of AFAG checklists

Processes in place to ensure staff are up to date on H&S requirements

Details of how you monitor this
Page 19
Contract – Open ITT
Weighting: This is a Gateway Section (Pass/Fail)
4.
Please provide details of any Improvement/Prohibition Notices or Prosecutions
served by the Health and Safety Executive and explain what improvements you
have made to make sure they do not reoccur. Your responses should include
evidence of lessons that have been learned and acted upon.
5.
Please provide details if your organisation has been prosecuted or issued with
an Improvement notice or order by the Environment Agency, Scottish
Environmental Protection Agency, National Rivers Authority, a Local Authority,
or any other enforcement body responsible for protecting the environment
(including a Planning Authority in respect of a breach of Planning Control). Your
responses should include evidence of lessons that you have learned and acted
upon.
Risk Assessment
6.
Please provide examples of the risk assessment process you have applied in
previous contracts of a similar nature to this requirement. Please provide
copies of the following if relevant to the contract:




Emergency plans
Lone working procedures
Previously completed AFAG Guides and checklists
Records of inspection and testing of machinery and electrical equipment
The process should follow the HSE process or similar and you should provide all
the relevant documents we ask for.
Page 20
Contract – Open ITT
Weighting: This is a Gateway Section (Pass/Fail)
7.
Please provide examples of the method statements you have applied in
previous contracts of a similar nature to this requirement and explain how
these have been linked to the risk assessment. Please provide examples which
show that in previous contracts you have produced method statements
detailing how you will carry out the work have been produced and you have
based these on your risk assessments.
Health & Safety Advice
8.
How does your organisation obtain competent health and safety advice? (Either
within the organisation or externally)? Please show us you have the following
or equivalent: internal safety officers, consultants, appointed person in the
organisation responsible for health and safety.
9.
Please provide details of any safety organisations you belong to e.g RoSPA,
IOSH etc. This is for information purposes only.
Page 21
Contract – Open ITT
Competence and Qualifications
10.
Do the employees, contractors and/or sub-contractors who will deliver the
contract if successful hold the following qualifications/certification relating to
the following?:
Yes
No
Yes
No
First Aid
Chainsaws
Forestry Machines
11.
Do the employees who will deliver
the contract if successful receive
relevant update training?
12.
Please provide details of the relevant update training that is provided to the
employees who will deliver the contract. From your answer we will evaluate
whether the level and frequency of training is appropriate.
Page 22
Contract – Open ITT
Accident Records and Reporting
13.
How does your organisation make sure you learn from incidents /accidents and
change your working practises as necessary? Please provide examples. You
must provide evidence that you have a process to record accidents.
14.
How does your organisation ensure it reports under RIDDOR, where this is
required? Your response should demonstrate recognition of RIDDOR reportable
categories and timescales.
Working with Sub-Contractors
15.
Please provide details of your selection process for sub-contractors either with
the Forestry Commission or other organisations. This selection process should
include assessment and review of their approach to risk assessment,
competence and qualifications, and accident reporting and recording.
Page 23
Contract – Open ITT
Part D – Details of insurance policies
Weighting: This is a Gateway Section (Pass/Fail)
You must either confirm that you have these levels of insurance in place for
each and every claim rather than on an aggregate basis or, alternatively,
undertake that should you be awarded a contract under this procurement,
such levels of insurance will be available to you and that you undertake to
maintain these levels of insurance for the duration of the contract.
Insurance
Policy
Indemnity Value (£)
Employers
Liability
Min £5m per claim
Yes
No
Will secure if
successful
This is a legal
requirement.
There are a
small number
of exceptions.
Please refer to
HSE Guidance
HSE 40
Employers
Liability
Compulsory
Insurance Act
(1969).
Public Liability
Min £5m per claim
If you do not undertake to secure the stated levels of insurance, we will not
consider your submission.
Page 24
Contract – Open ITT
Part E - Specific Selection Questions
Question
Weight
%
E1
Environment
E1a
Can you please give us specific examples of when you have
worked in close proximity to watercourses.
E1b
Can you please give us specific examples of when you have
worked in close proximity to Archaeological features which
have required careful management.
E1c
Can you please give us specific examples of when you have
worked in close proximity to European Protected Species or
Schedule 1 Birds.
Page 25
20%
15%
15%
Contract – Open ITT
Question
Weight
%
E2
Health & Safety
E2a
Can you please outline what steps you have previously carried
out to compile a method statement.
20%
E2b
Can you please outline what steps you have previously carried
out to compile a risk assessment.
15%
E2c
Can you please outline what steps you have previously carried
out to compile site safety rules.
15%
Page 26
Contract – Open ITT
Part F – References and evidence of
previous work of a similar nature
Weighting: This is a Gateway Section (Pass/Fail)
Please provide details of up to three contracts from either or both the public
or private sector, that are relevant to our requirements. Contracts for the
supply of goods or services should have been performed during the past
three years. Works contracts may be from the past five years. Note that
where possible referees should not be linked to the FC and we may contact
your referees without telling you again. If you cannot provide at least one
example, please briefly explain why (100 words).
F1
Organisation
Contact name
Contact telephone number
Contact e-mail address
Contract Value (£)
Brief description of contract (max 150 words) including evidence as to your
technical capability in this market.
F2
Organisation
Contact name
Contact telephone number
Contact e-mail address
Contract Value (£)
Page 27
Contract – Open ITT
Brief description of contract (max 150 words) including evidence as to your
technical capability in this market.
Page 28
Contract – Open ITT
F3
Organisation
Contact name
Contact telephone number
Contact e-mail address
Contract Value (£)
Brief description of contract (max 150 words) including evidence as to your
technical capability in this market.
Page 29
Contract – Open ITT
Part G - Terms and conditions of contract
This ITT, and any contract arising from it, will be subject to the FC’s terms and
conditions for Timber Harvesting Operations, a copy of which is enclosed.
The successful Tenderer’s usual terms and conditions are not, and shall not, become
terms and conditions of any contract that we may award as a result of this ITT.
Yes
No
G1
Do you accept the FC’s Terms and
Conditions of Contract as detailed
above?
G2
If no, please provide details of any specific areas that you have an issue with.
Please note that failure to agree to the FC’s Terms and Conditions of Contract
may invalidate your Tender submission.
Page 30
Contract – Open ITT
Part H – Specific Award Questions
Question
H1
Weight
%
Please provide an Environmental policy statement and pollution plan
for each coupe within Year 1 of LTC1A. Some sites require specific
environmental working methods to be applied to deal with constraints
and, if these are not provided to the satisfaction of the FC, then we
reserve the right to disqualify your bid.
Page 31
20%
Contract – Open ITT
Question
H2
Weight
%
Please provide a detailed statement that outlines your operational plan
for each coupe within Year 1 of LTC1A. Please provide detailed coupe
working plans to deliver the harvest for each of these coupes. You must
provide risk assessments, method statements and site safety rules for
each coupe. Some coupes require specific working methods to be
applied to deal with constraints and, if these are not provided to the
satisfaction of the FC, then we reserve the right to disqualify your bid.
FCW have provided you with maps upon which you must indicate
extraction method, stacking areas, fuelling sites etc.
Page 32
20%
Contract – Open ITT
Part I – Pricing schedule
Weight
%
I1
Ref
Please provide details of your pricing in the schedule provided
Description
60%
Price
(£)
LTC 1 48001 (Main tender coupe) Price per tonne
LTC 1 44010 Price per tonne
LTC 1 48004 Price per tonne
LTC 1 48519 Price per tonne
LTC 1 49004 Price per tonne
Page 33
Contract – Open ITT
Part J – Declaration
Weighting: This is a Gateway Section (Pass/Fail)
In this certificate, any reference to person or persons will mean and include
businesses, associations or corporations and any reference to arrangements or
agreements will mean any and all transactions, formal or informal, lawful or
otherwise.
Regulation 23 of the Public Contracts Regulations 2006 sets out the grounds on which
a bidder may be deemed ineligible to be awarded a public contract. By signing this
Declaration you, the bidding organisation certify that:
1. The bidding organisation or its directors or other people with powers of
representation, decision or control have not been convicted of the following offences
as defined by the relevant UK law:a) conspiracy
b) corruption
c) bribery
d) fraud, the offence of cheating the Revenue, conspiracy to defraud, or
defrauding the Customs, fraudulent trading or theft
e) money laundering
f) nor any offence within the meanng of Article 45(1) of the Public Sector
Directive.
2. The bidder being an individual is not in a state of bankruptcy nor has a receiving
order or administration order or bankruptcy restriction order made against him nor
has made any arrangement for the benefit of creditors.
3. The bidder being a partnership constituted under English law has not granted a
trust deed nor become otherwise apparently insolvent, nor is subject of a petition
presented for sequestration of its estate.
4. The bidder being a company is not in the process of winding up, administration or
receivership.
5. The bidding organisation has not been convicted of a criminal offence relating to
the conduct of its business or profession.
6. The bidding organisation has not committed an act of grave misconduct in the
course of its business or profession.
7. The bidding organisation has fulfilled its obligations relating to payment of social
security contributions.
8. The bidding organisation has fulfilled its obligations relating to payment of taxes.
9. The bidding organisation is not guilty of serious misrepresentations in supplying
information required by the Buyer under the Public Contracts Regulations.
10. The bidding organisation is in possession of a licence or is a member of the
appropriate organisation where the law requires it.
Page 34
Contract – Open ITT
11. the bidding organisation has not had a contract cancelled, or not renewed, for
failure to perform nor been the subject of a claim (contractual or otherwise) based
upon a failure of quality in design, work, materials or services within the last three
years.
12. None of the senior personnel of the bidding organisation have been involved (in a
similar position) in any company which has gone into insolvent liquidation, voluntary
arrangement, receivership or administration or been declared bankrupt.
13. The bidding organisation comply with the requirements of the Health and Safety
at Work Act 1974, as amended (for organisations employing five or more people).
14. The bidding organisation register our interest and ask that you consider us for
your shortlist to receive invitation to tender documents.
15. The bidding organisation confirm and declare that any information in this ITT is
accurate to the best of our knowledge and that we acknowledge and accept that any
false information could result in rejection or, in the event of any false declaration after
the award of any contract, may lead to said contract being terminated.
Please state within the box below if there are any specific areas of the declaration
above with which you cannot comply. Please note that this may invalidate your ITT
submission but you should provide details that will enable the Forestry Commission to
determine whether the discretionary grounds for exclusion laid out in Regulation 23 of
the Public Contracts Regulations 2006 apply to you or not.
I declare that to the best of my knowledge the answers submitted in this ITT are
correct. I understand that the information will be used in the process to assess my
organisation’s suitability to be invited to tender for the Authority’s requirement and I
am signing on behalf of my organisation. I understand that the Contracting Authority
may reject this ITT if there is a failure to answer all relevant questions fully or if I
provide false or misleading information.
Date
Signature
Name (printed)
Page 35
Contract – Open ITT
Capacity / Title
For and on behalf of
Page 36
Contract – Open ITT
Part K – Certificate of bona fide tendering
Weighting: You must complete this section.
Tender No:
430/11-15/LTC/1A
Due for Return by:
Friday 28th October 2011.
Subject:
Direct Production Long term Contract
_____________________________________________________________
The essence of selective tendering is that the Forestry Commission will receive bona
fide competitive tenders from all those tendering. In recognition of this principle, we
certify that this is a bona fide tender, intended to be competitive, and that we have
not fixed or adjusted the amount of the tender by or under or in accordance with any
agreement or arrangement with any other person. We also certify that we have not
done and we undertake that we will not do so at any time before the hour and date
specified for the return of this tender any of the following acts:

communicate to a person other than the person calling for those tenders the
amount or approximate amount of the proposed tender, except where the
disclosure, in confidence, of the approximate amount of the tender was
necessary to obtain premium insurance quotations required for preparing the
tender;

enter any agreement with any other person whereby they will refrain from
tendering or as to the amount of any tender to be submitted;

offer or pay or give or agree to pay any sum of money or valuable consideration
directly or indirectly to any person for doing or having done or causing or
having caused to be done in relation to any other tender or proposed tender for
this work any act or thing of the sort described above.
In this certificate, the word “person” includes any individual, partnership, association,
or body either corporate or unincorporated; and “any agreement or arrangement”
includes any such transaction, formal or informal, and whether legally binding or not.
Signature:
Date:
Name:
Position:
Signed for and on Behalf of:
Address
Page 37