BACKGROUND TO AGE UK - Home | Equally Ours€¦  · Web viewI/we have read the information provided in your Invitation to Tender and subject to and upon the terms and conditions

AGE UK

INVITATION TO TENDER FOR

Provision of Diversity and Inclusion training for leaders and managers in Age UK

REFERENCE No. AGEUK/E&D/01

RETURN DATE

NOON ON

Friday 23rd May 2014

BACKGROUND TO AGE UK..................................................................................3

THE TENDER PROCESS:......................................................................................3

QUICK NOTES........................................................................................................4

INVITATION TO TENDER.......................................................................................6

LETTER OF ACKNOWLEDGEMENT.....................................................................7

PART 1 - TENDERING INSTRUCTIONS................................................................9

PART 2 - CONDITIONS OF TENDER...................................................................11

PART 3 - FORM OF TENDER...............................................................................14

PART 4 - AGREEMENT DOCUMENTS................................................................16

APPENDIX A: SPECIFICATION DETAILING AGE UK REQUIREMENTS...........17

APPENDIX B: TENDERERS SUBMISSION.........................................................22

APPENDIX C: ADDITONAL INFORMATION REQUIRED BY AGE UK................23

APPENDIX D: ALTERNATIVE PROPOSALS.......................................................24

APPENDIX E: QUALIFICATION OF THE AGREEMENT......................................25

APPENDIX F: VENDOR QUESTIONNAIRE.........................................................26

APPENDIX G: EQUALITY & DIVERSITY QUESTIONNAIRE...............................30

BACKGROUND TO AGE UK

The Age UK group launched on 1st April 2009 resulting from the merger of Help the Aged, Age Concern England and their trading companies. We have a turnover in excess of £150 million, provide 5 million people with information and advice, have more than 1 million customers for our products and services, 20 million transactions are being made in our 450 shops each year. Our mission is to help everyone to love later life.

Age UK exists to stand up for the 14 million older people in the UK and the 846 million people internationally who have now reached later life. We do so by working with partners in the UK and around the world. We work with Age Cymru, Age Scotland and Age Northern Ireland and with local Age UKs, Friends and Forums across England. Internationally, we work with our subsidiary charity, Age International, to fund programmes in more than 40 developing countries.

Together with our partners, Age UK has enormous reach and impact. Last year our Information and Advice reached 5.4 million people, enabling and supporting people in all kinds of ways, including putting £ 145 milion of unclaimed benefits in older people’s pockets. We campaign and influence public policy at the same time as providing people with financial and other products which meet their needs and address market failure.

THE TENDER PROCESS:

Timetable

Tuesday 6th May 2014

Final date for dispatch of invitations to tender

Friday 23rd May 2014

Closing date for receipt of tenders

Tuesday 27th May 2014

Tenders opened

27th – 30th May 2014

Evaluate tenders, seek written clarification, correction, additional information as necessary.

W/b 2nd June 2014 Agreement award

Mid-June/early July 2014 (tbc)

New agreement commences

Age UK (hereafter referred to as the Charity) does not undertake to accept the lowest tender, or part, or all of any tender, and the acknowledgement of receipt of any submitted tender shall not constitute any actual or implied agreement between The Charity and the Tenderer. The Charity reserves the right to accept any part, or all, of any tender or tenders at its sole discretion.

Important Notes: Please confirm, within three (3) working days of receipt of this invitation, whether you intend to submit a tender. email to Claire Ball, Equality, Diversity & Inclusion Manager - [email protected] - or post to the address stated.

QUICK NOTES

(a) Read the tender document – particularly the specification at Appendix A

(b) Sign the Letter of Acknowledgement and return it to Age UK by email or post confirming either that you will or will not submit a tender within 3 days.

If you’re not; please return the pack or securely destroy

If you are;

(c) Complete and sign the Form of Tender.

(d) Produce your submission (Appendix B) based on the Age UK Specification (Appendix A)

(e) Complete Appendix C

(f) If you wish us to consider alternative proposals please include as Appendix D

(g) If you wish to qualify the agreement please state at Appendix E

(h) Complete Appendix F and sign

(i) Complete Appendix G and sign

(j) Add any supporting evidence that demonstrates your ability to deliver successfully against Appendix A

(k) Include 3 years of audited accounts* plus your current trading position

(l) Compile folders of the above and send 3 hard copies (plus 1 on CD Rom), correctly parcelled, to be received by Age UK by the submission date

*NB: It is acceptable to send your audited accounts via CD Rom only

INVITATION TO TENDER

for the provision of Diversity and Inclusion Training for leaders and managers in Age UK To:

Date:

Dear Sirs

Subject to Contract

You are invited to tender for the above Agreement. The Invitation to Tender consists of the following documents:

Letter of Acknowledgement Part 1 - Tendering Instructions Part 2 - Conditions of Tender Part 3 - Form of Tender Part 4 - Agreement Documents

Appendix A, B, C, D, E, F, & G Please check the contents of the Invitation to Tender package when you receive it and then return the Letter of Acknowledgement to us.

You are required to hold all information pertaining to this Agreement confidential and to limit the dissemination of information within your organisation on a need-to-know basis.

Your tender must be received by noon Friday 23rd May 2014, which date will be the Tender Date in the attached Invitation to Tender. It is our intention to complete our tender evaluation in such time that the Agreement for this work will be awarded during the week beginning Monday 2nd June 2014. Yours sincerely,

Claire BallEquality, Diversity and Inclusion ManagerAge UK , Tavis House, 1-6 Tavistock SquareLONDON WC1H 9NA

LETTER OF ACKNOWLEDGEMENT

Date:

To: Claire Ball, Equality, Diversity and Inclusion ManagerAge UK, Tavis HouseTavistock SquareLONDON WC1H 9NA

Dear Claire

Subject to Contract

AGREEMENT FOR PROVISION OF Diversity and Inclusion training for leaders and managers in Age UK

1. We acknowledge receipt of your Invitation to Tender package.

2. We have received all the documents listed in the Invitation to Tender without damage and in usable condition.

a. *We have read the Invitation to Tender and will tender in accordance with the specified requirements.

or

b. *We do not wish to tender and therefore return the whole Invitation to Tender package with this letter

or c. confirm that they have been securely destroyed.

* Delete as required.

Yours sincerely,

For and on behalf of:

PART 1 - TENDERING INSTRUCTIONS

1. Introduction

1.1 The Charity wishes to appoint a supplier to provide Diversity and Inclusion training for leaders and managers in Age UK. The appointment will be by a process of competitive tender.

1.2 The requirement is set out in the Specification, which is attached as Appendix: A

2. Completion of Tender

2.1 Your tender should comprise the following documents:

Form of Tender - Signed offer letter Appendix A - Age UK Specification

Appendix B - Tenderers Submission Appendix C - Other information required by the Charity Appendix D - Alternative Proposals

Appendix E - Qualification of the AgreementAppendix F - Vendor QuestionnaireAppendix G - Equality and Diversity Questionnaire

You are not required to submit any other documents.

Appendix B: Tenderers Submission

Complete Appendix B by inserting all of the detail requested. Your answers should relate only to the goods or services and method of recompense set out in the Specification and in Part 4 - Agreement Documents.

Prices for alternative proposals should be included in Appendix C.

The prices you quote should exclude VAT.

This Appendix forms part of the offer made in the Form of Tender.

If you are successful in your tender, the prices you have offered in Appendix B (or in Appendix C, if appropriate) will be entered into the Agreement Documents.

Appendix C: Additional Information Required by the Charity

Section I of this Appendix forms part of the offer made in the Form of Tender.

Section 2 is for additional information not supplied elsewhere:

(i) Supply us with a copy of your latest published accounts;

(ii) If you wish, supply us with any other information you feel might legitimately support your tender.

Note: If you wish to submit alternative proposals (in addition to the required proposal) these should be included under Appendix D and not under Section 2 of Appendix B.

Appendix D: Alternative Proposals

Include under this Appendix any alternative proposals you wish to submit for consideration, and their costings. You are not required to complete this Appendix, but innovative proposals designed to provide the best value for money would be welcome.

Appendix E: Qualification of the AgreementInclude here details of any areas where you will not be able to comply with the Agreement as set out in this Invitation to Tender. Qualifications should only be made if you cannot comply with the requirements of the Agreement at any price.Please note: If your tender is qualified we reserve the right to reject it in total.

Appendix F: Vendor QuestionnairePlease include, where appropriate, any supporting documents, making clear on all enclosures the name of the respondent and the number of the question to which the response refers.Note: The term ‘firm’ refers to: sole proprietor, incorporated company, co-operative, agency, etc. as appropriate

Appendix G: Equality and Diversity QuestionnaireEquality in Your Organisation – these questions are relevant to all vendors and will be used to measure your organisation’s application of matters of Equality and Diversity.

PART 2 - CONDITIONS OF TENDER

1. General 1.1 Contents of the Invitation to Tender

The Tender is to be made strictly in accordance with the requirements of this Invitation to Tender which, together with any addenda that are issued, are together referred to as the Invitation to Tender.

1.2 Return if not TenderingIf, after acknowledging receipt of this package, the Tenderer decides not to submit a Tender, the Invitation to Tender package must be securely destroyed or returned immediately.

1.3 Enquiries concerning the TenderAny query in connection with the Tender or the Invitation to Tender shall be submitted in writing to:Lynton Hickie, Head of ProcurementAge UK, Tavis House1-6 Tavistock SquareLONDON WC1H 9NAThe response by the Charity as well as the nature of the query will be notified to all Tenderers, without disclosing the name of the Tenderer who initiated the query. On no account before the Tender Date is the Tenderer to contact or communicate with any other person involved in work concerning this Invitation to Tender unless the Charity redirects the enquiry.

1.4 Independent Tender By submission of a Tender, the Tenderer warrants that:

(a) The prices in the Tender have been arrived at independently, without consultation, communication, agreement or understanding for the purpose of restricting competition, as to any matter relating to such prices, with any other Tenderer or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the Tender have not knowingly been disclosed by the Tenderer, directly or indirectly, to any other Tenderer or competitor, nor will they be so disclosed.

(c) No attempt has been made or will be made by the Tenderer to induce any other person or firm to submit or not to submit a Tender for the purpose of restricting competition.

1.5 Modification by the Charity Any advice of a modification to the Invitation to Tender shall be issued at least seven days before the Tender Date and shall be issued as an addendum to, and shall be deemed to constitute part of, the Invitation to Tender. If necessary, the Charity shall revise the Tender Date in order to

comply with this requirement. Except under exceptional circumstances no extension of time and date by which the Tender must be submitted will be granted.

2. PREPARATION OF TENDER2.1 Cost of Tender

The Charity will not be responsible for any costs or expenses incurred by the Tenderer in connection with the preparation or delivery or in the evaluation of the Tender.

2.2 Language of Tender The Tender and all accompanying documents are to be in English. 2.3 Validity Period of Tender

All details of the Tender, including prices and rates, are to remain valid for acceptance until 120 (0ne hundred and twenty) days after the date of opening by The Charity.

2.4 Currency of Tender Tender prices shall be in Sterling.

3. DELIVERY OF TENDER 3.1 Number of Copies

Full details of the documents to be returned are given in this Invitation to Tender. These documents shall together comprise the "Tender". Please return the original (clearly marked ORIGINAL) plus two (2) copies (clearly marked FIRST COPY and SECOND COPY) and a digital copy to aid appropriate dissemination to Age UK parties involved.

3.2 Delivery DateThe Tender must be packed for despatch in the manner described in paragraph 3.3 and delivered no later than noon on Friday 23rd May 2014, this date being the TENDER DATE.

3.3 DeliveryThe Tender must be parcelled, securely sealed and correctly addressed as follows:Claire Ball, Equality, Diversity & Inclusion ManagerAge UK, Tavis House1-6 Tavistock SquareLONDON WC1H 9NA

The words "TENDER FOR AGREEMENT No AGEUK/ED&I/01” should be added above the name and address

Failure to follow these instructions may render the Tender invalid.

4. TREATMENT OF TENDER

4.1 The Charity’s discretionThe Charity does not undertake to accept the lowest Tender; or part, or all of any Tender and the acknowledgement of receipt of any submitted Tender shall not constitute any actual or implied agreement between the Charity and the Tenderer. The Charity reserves the right to accept any part, or all, of any Tender or Tenders at its sole discretion.

4.2 Tender not returned No part of the Tender submitted will be returned to the Tenderer. 4.3 Results of Tendering

An evaluation team will consider all Tenders correctly submitted and will select one or more with a view to reaching an agreement subject to clarification of any outstanding matters. When the final decision on the results of the Invitation to Tender has been taken; all Tenderers will be informed in writing, whether or not they have been successful. No other information shall be given on the progress of the tendering.

PART 3 - FORM OF TENDER

Date:

To : Claire Ball, Equality, Diversity & Inclusion ManagerAge UK, Tavis House1-6 Tavistock SquareLONDON WC1H 9NA

Dear SirSubject to ContractAGREEMENT FOR THE PROVISION OF DIVERSITY AND INCLUSION TRAINING FOR LEADERS AND MANAGERS IN AGE UK.AGREEMENT NUMBER: AGEUK /ED&I/01

1. I/we have read the information provided in your Invitation to Tender and subject to and upon the terms and conditions contained in Part 4 - Agreement Documents - I/we offer to supply the goods [ and services ] described in the said Agreement documents in such manner as may be required.

2. Terms and Conditions: I/we agree that this tender and any Agreement which may result there from shall be based upon the documents listed below, and that the Buyer is The Charity.

2.1 The Agreement documents as shown in Part 4 of the Invitation to Tender.

2.2 The prices to be inserted in the Agreement shall be those shown in Appendix A of our tender; or, if the Charity selects an alternative proposal from Appendix D, then the prices shown in Appendix D pertaining to that proposal.

2.3 In other sections of the Agreement information provided in Section I of Appendix C - Additional Information required by the Charity, will be included.

2.4 Any qualifications set out by us in Appendix E - Qualifications, shall also apply, although we understand that making a qualification may result in your disregarding our tender in total.

3. In Appendix D - Alternative Proposals

3.1 I/we include alternative proposals, together with costings, which we consider might provide better value for money for the Charity than the required proposal*.

Or

3.2 I/we do not wish to submit alternative proposals in Appendix D – Alternative Proposals*

(* delete as applicable)

4. The prices quoted in this Tender are valid until Friday 23rd May 2014 and I/we confirm that the terms of the Tender will remain binding upon me/us and may be accepted by you at any time before that date.

5. I/we note that the Agreement shall be valid upon acceptance and signature by both parties of the Agreement Documents.

6. Law. I/we agree that the construction, validity, performance and execution of any Agreement that may result from this tender shall be governed by and interpreted in accordance with English Law and shall be subject to the exclusive jurisdiction of the Courts of England.

7. I/we agree to bear all cost incurred by me/us in connection with the preparation and submission of this Tender and to bear any further costs incurred by me/us prior to the award of any Agreement.

8. I/we agree that any other terms or conditions of Agreement or any general reservation which may be printed on any correspondence emanating from me/us in connection with this tender or with any Agreement resulting from this tender, shall not be applicable to this tender or to the Agreement.

Dated this day of 20

Signed in the capacity of

duly authorised to sign Tenders for and on behalf of

IN BLOCK CAPITALS

Registered Address:

PART 4 - AGREEMENT DOCUMENTS

Any Agreement which may result from this Invitation to Tender will be based upon a draft Agreement created by the Age UK Legal Unit, into which will be inserted the prices and other details at Appendix B - Tenderer’s Submission, and in Section I of Appendix C Additional Information Required by the Charity; or from the alternative proposal in Appendix D, subject to any changes which may be agreed following post-tender clarification.

Any Agreement for Goods which results from this tender will be based upon the Charity’s Standard Terms & Conditions of Purchase, which are available at http://www.ageuk.org.uk/help/age-uk-suppliers-terms-and-conditions/ unless you are advised otherwise.

A hard copy is available on request.

Any Agreement for Services will be subject to specific Terms & Conditions of Purchase as advised by the Legal Unit and by agreement with the Head of Procurement.

APPENDIX A: SPECIFICATION DETAILING AGE UK REQUIREMENTS

Provision of Diversity and Inclusion Training for leaders and managers in Age UK

1. Background – Age UK being inclusive

Age UK’s Directorate has agreed the need for a focussed programme of work on our internal organisational culture and practice in relation to equalities, diversity and inclusion (ED&I) across the Age UK group. The Directorate recognizes that Age UK needs to develop a credible policy, statement and agreed action plan which will enable the organisation to celebrate its achievements and existing good practice, and to address areas for improvement, linked explicitly to our agreed organisational values.

This programme, called Age UK being inclusive, was initiated in April 2013, and is now entering its second year (April 2014-March 2015).

A key strategic aim of the internal-focussed Equalities, Diversity and Inclusion programme is to ensure that our internal policy and practice in Age UK is fully aligned with our external messages and positioning in relation to policy influencing, campaigning, and the provision of goods and services for older people. An initial review of findings from recent staff surveys, and preliminary discussions with key colleagues have suggested three priority areas in which Age UK urgently needs to achieve greater alignment between external positioning/messaging and internal policy and practice. These are our practice in relation to staff and volunteers :

Who are older With caring responsibilities With disabilities

We know that an organisation that embraces ED&I will develop a more harmonious culture, where people feel included, valued and respected, and more inclined to perform and deliver. Our current insight used from staff surveys and a census, staff feedback, case management, stakeholders feedback, benchmarking, policy and legislation will help to identify our ‘levers for change’, which will be key organisational drivers in improving our current position, to ensure that ED&I is fully and sustainably embedded in organisational culture and practice.

Three of the 5 key themes included in the Age UK being inclusive programme are: Organisational Culture – ensuring we promote equality, embrace diversity and live

our organisational values, through all we do including our brand, people and infrastructure to support and complement Age UK’s strong campaigning and influencing positions

Leadership & Management Effectiveness – demonstrating that we have a leadership team that understands the benefits of leading an organisation with its values at the heart, and able to model Age UK’s commitment to equality, diversity and inclusion in their behaviour and practice. Equipping managers with the skills, competencies and management information to develop a culture which values diversity and inclusion.

Internal Engagement – engaging our staff and volunteers to create a culture that’s open and transparent, putting Age UK’s values into practice.

Please see Appendix A.1) – for a summary of key achievements in Year 1 of the Age UK being inclusive programme.

2. Age UK being inclusive – Leadership and Management training

A priority for Year 2 of the Age UK being inclusive programme will be the development and delivery of a suite of ED&I training for all staff and managers in Age UK. The aim of the training courses will be to develop our individual, and organisational, confidence, competence and consistency to build on existing good practice, and to further embed equality, diversity and inclusion into all areas of our organisational culture and practice.The two specific training courses that are required are as follows:

A) Leading Diversity and Inclusion in Age UK –

Duration: half-day (4 hours)Aims: To provide leaders in Age UK with an inspiring and engaging overview of the external context around diversity and inclusion (policy, legislation and demographic/ societal change), to consider why this matters for Age UK (the business case) and how they can lead and model Age UK’s commitment to diversity and inclusion in their day-to-day practice.Who should attend? Directors, senior managers, Heads of Departments and others in key leadership positions in Age UK.Outcomes:By the end of the course participants will:

Be able to clearly articulate Age UK’s commitment, and their commitment as leaders in Age UK, to diversity and inclusion in the workplace;

Feel inspired, enabled and supported in their role/responsibility in leading and modelling organisational culture and practice in Age UK which celebrates and promotes diversity and inclusion.

Content: Equality & diversity external context – legislation, policy and demographic/ societal

change;

The business case for diversity and inclusion – evidence and examples from other organisations/sectors;

The business case for Age UK – external/internal coherence; link to organisational values; benefits of enhanced reputation/employer brand; areas of good/emerging practice (Age UK being inclusive programme); challenges to be addressed etc.

Leadership of diversity and inclusion agenda – key attributes of good D&I leaders; modelling D&I in leadership practice; what do Age UK leaders need to be inspired, enabled and supported in this role?

Identify key actions for leading and developing diversity and inclusion in Age UK.

Course timings:09.00 Registration & coffee09.30 Course starts13.30 Course finishesMid-morning coffee and lunch provided.

B) Positively Managing Diversity and Inclusion in Age UK –

Duration: 1 day Aims: To provide managers in Age UK with an overview of external policy and legislation on equality and diversity, of our internal agenda on diversity and inclusion in Age UK (Age UK being inclusive), and to equip them with the skills and confidence to positively manage diversity and inclusion in the workplace.

Who should attend?All line managers in Age UK, who manage staff and small Teams and Departments (but not Heads of Department, or other senior managers, who would be included in the ‘Leading Diversity and Inclusion in Age UK’ training). This group would include line managers in all Divisions of Age UK, with the exception of the Retail Division.Outcomes:By the end of the course, participants will:

Be able to clearly articulate Age UK’s commitment, and their commitment as managers in Age UK, to diversity and inclusion in the workplace;

Be able to identify key aspects of Age UK’s culture and practice as an employer, and as individual managers, which help to promote diversity and inclusion, and how our policies, procedures and processes can enable and support best practice;

Feel inspired, enabled and supported in their role/responsibility in positively managing diversity and inclusion in Age UK.

Content:

Equality & diversity external context – legislation, policy and demographic/ societal change;

The business case for diversity and inclusion – evidence and examples from other organisations;

Diversity and inclusion in Age UK - examples of good/emerging practice in Age UK; Age UK being inclusive programme; staff diversity data; policies and procedures; staff engagement and support; etc.

Managing diversity and inclusion in practice – benefits, advantages, issues and potential challenges. Practical case studies/examples of positively managing diversity and inclusion. Discussion and consideration of managers’ own practice, confidence and competence, and support/training needs.

Course timings:09.30 – Coffee & registration10.00 – Course starts16.30 – Course endsMid-morning coffee, lunch and mid-afternoon tea will be provided.

3. Methodology and approach -

We would like these two courses – on Leading Diversity and Inclusion in Age UK, and Positively Managing Diversity and Inclusion in Age UK - to be delivered with an approach and methodology consistent with Age UK’s new brand values, which are that we aim to be:

Inspiring

Enabling

Supportive

In everything that we do as Age UK, both externally and internally.We envisage that a range of approaches and methods will be used to deliver the two training courses, including:

Formal presentations and Q&A sessions;

Whole group discussions;

Small group work – eg. case studies; problem-solving; peer learning and development; analysis and review; action planning.

The aim of these training sessions will be to encourage Senior Managers to think afresh about their awareness, understanding, behaviours and day-to-day practice and to renew their commitment to leading, modelling and managing equality, diversity and inclusion in

Age UK. The training courses should encourage leaders and managers in Age UK to challenge themselves (and each other) and to identify ways in which they can make a concrete contribution to developing Age UK as an organisation which demonstrably values and promotes diversity and inclusion in all areas of our organisational culture and practice, both internally and externally.

4. Timetable & frequency of training –

A) Leading Diversity and Inclusion in Age UK

The half-day course for senior managers and leaders in Age UK would need to be delivered 4 times, between June and September 2014, to groups of between 16-20 participants in each session. The current cohort of senior managers and leaders in Age UK is approximately 75 people. These four half-day sessions will be held in London.

As staff turnover in this group tends to be relatively low, it is envisaged that these half-day training sessions could be delivered initially as a series of 4, but that thereafter it may only be necessary to run this half-day course once or twice a year, for new groups of senior managers and leaders in Age UK.

Assessment of the feedback, impact and outcomes of the initial 4 half-day sessions will also help to determine how best to develop the leadership training on diversity and inclusion after the first year.

B) Positively Managing Diversity and Inclusion in Age UK

The 1-day course for line managers in Age UK would need to be delivered 7 times between July 2014 and March 2015, to groups of 14-15 participants. This course would become part of an ongoing programme offering a ‘suite’ of training courses for all managers in Age UK. These courses will also be held mainly in London, with the possibility of one or two sessions to be delivered regionally.

5. Budget –

The budget available for commissioning the required training is as follows:Leading Diversity and Inclusion in Age UK –

Design and development of 4 half-day training sessions –

1 day @ £ 600 = £ 600.00 Delivery of 4 half-day training sessions @ £ 600 each = £ 2,400.00

Positively Managing Diversity and Inclusion in Age UK – Design and development of 7 one-day training courses –

2 days @ £ 600 = £ 1,200.00

Delivery of 7 one-day training courses @ £ 1,000 ea = £ 7,000.00

Additional expenses - travel, subsistence and administrative costs£ 1,600.00

TOTAL BUDGET available = £ 12,800.00

APPENDIX B: TENDERERS SUBMISSION

TENDERER’S SUBMISSION to be included here based on the Specification in Appendix A

(All prices to be subject to VAT as applicable)

In addition – please answer the following question(s)

Service Level Agreement

Please explain how, if successful, you would manage the agreement. Provide details about the criteria you would use, how you would measure your performance against that criteria, and describe the steps you would take in the event of an actual performance level below that which you state.

APPENDIX C: ADDITONAL INFORMATION REQUIRED BY AGE UK

Section I: Information required for inclusion in any Agreement

1. Name of Supplier:

2. Supplier’s Address:

3. Name, Designation, Telephone No., and Fax No. of Supplier’s Representative:

Section II: Other Information required by the Charity:

1. A copy of the company’s latest published accounts is attached along with the previous three years audited accounts.

2. If you wish to supply any other information in support of your Tender it should be included here.

If the information is contained in separate papers a list of the papers should be given here.

APPENDIX D: ALTERNATIVE PROPOSALS

Include here any alternative proposals you wish to submit for consideration, together with their costings. You are not required to complete this Appendix, but innovative proposals designed to provide better value for money for the Charity would be welcome.

APPENDIX E: QUALIFICATION OF THE AGREEMENT

The Tenderer should submit details under this heading only if unable to comply with the Terms and Conditions indicated in the Agreement documents at Part 4 of the Invitation to Tender.

APPENDIX F: VENDOR QUESTIONNAIRE

Please include, where appropriate, any supporting documents, making clear on all enclosures the name of the respondent and the number of the question to which the response refers.Note: The term ‘firm’ refers to: sole proprietor, incorporated company, co-operative, agency, etc. as appropriate

SECTION 1 – Firms Background Information

1. Full title of the Firm

2. Former Trading Name(s) (if any):

3. Address of registered office:

Postcode:

Telephone No: Fax No:

Email Address

4. Address of office where service will be provided (if different from 3. above):

Postcode:

Telephone No: Fax No:

Email Address:

5. Date business commenced:

6. Please provide a brief curriculum vitae for the member(s) of staff who will be engaged in the preparation and monitoring and servicing of any potential Agreement

Documentation enclosed Yes [ ] No [ ]

7. Is the firm registered to any of the following standards? (insert relevant standards)

Yes [ ] No [ ]Yes [ ] No [ ]Yes [ ] No [ ]

8. Please provide the name(s) and address(es) of trade associations(s) of which the firm is a member.

9. If the applicant firm is a subsidiary of another body, will that parent firm guarantee the applicant firms Agreement performance as its subsidiary?

Yes [ ] No [ ] Not Applicable [ ]

SECTION 2 - Economic and Financial Standing

10. Please provide the name and address of bankers to whom reference can be made:

Postcode:

11. Please enclose copies of audited accounts and annual reports for the last 3 (three) years.

Documentation enclosed Yes [ ] No [ ]

12. Please state Company Registration Number: (If applicable)

13. Please state current VAT registration No: (If applicable)

14. Within the last 3 (three) years, has the firm had to pay financial penalties or had payment deducted from monies arising from failure to perform in accordance with Agreement obligations?

Yes [ ] No [ ]

15. Has the firm had an Agreement (similar to that being sought in this tender) terminated during the last 3 (three) years?

Yes [ ] No [ ]16. Has the firm had an Agreement renewal refused for failure to perform to the

terms of the Agreement during the last 3 (three) years?

Yes [ ] No [ ]17. Has the firm withdrawn from an Agreement prematurely during the last 3 (three)

years?Yes [ ] No [ ]

18. If the answer to any of these questions (13-16) is Yes, please provide details.

Documentation enclosed Yes [ ] No [ ] Not Applicable [ ]

Other Information we require

19. Please provide details, below, of the firms public and product liability insurance cover. Details should include: Name of Insurer, Policy number, Renewal date and Limit of Indemnity.

20. Please provide (separately) any further information about the firm, and/or its

experience, which you feel may be appropriate in assisting your application. (Not more than two A4 pages).

Documentation enclosed Yes [ ] No [ ]

21. Please provide a copy of your Health and Safety Policy and other relevant policies that demonstrate your corporate ideals

Documentation enclosed Yes [ ] No [ ]

22. Please provide the names and addresses of 3 (three) organisations who may be contacted to seek references.

Name of refereeName of OrganisationAddress 1

Address 2

County

Post code

Phone Number

Email address

23. Please state your company web page address.

24. Please provide name(s) of the individual(s) to whom queries about this application should be addressed (with phone, fax and e-mail addresses).

25. If appropriate - would your company offer, at no extra charge, a web page facility providing details of the Age UK agreement, with controlled access for Age UK staff only?

Yes [ ] No [ ]

After completion of the questionnaire please read and sign the section below:

I/We certify that the information given is accurate to the best of my/our knowledge.

I/We understand that false information could result in the termination of any future Agreement.

Signed:.....................................................

in the capacity of …………………………………………………………………………

duly authorised to sign for and on behalf of:

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

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

Date: ...............

APPENDIX G: EQUALITY & DIVERSITY QUESTIONNAIRE

Introduction“Our commitment to Equality and Diversity is one of the guiding principles which underpin everything that Age UK does”. Further information on the Age UK Equality & Diversity Policy is available on request. This information will be shared only with people involved in purchasing who have a relevant need to review the data in our organisation.

EiP1: Background Information Section ALL VENDORS

Your answer to these questions will not affect your chances of being approved; we are asking for this information solely to assist us develop our equal opportunities policy and for routine monitoring. We may use the information in your replies for statistical purposes only.

1) Company name

a) Are you a Sole Trader or a Single Employee Company YES / NO

b) If not Sole Trader / Single Employee Company, please state;i) Number of Partners:

ii) Number of Employees (including all full-time and part-time employees, apprentices and other trainees):iii) Of the total number of employees above, how many are managers?

2) Is your firm part of a commercial group, a consortium, a subsidiary company or parent company or any other multi-legal-entity organisation

a) Yes / No

If yes;

b) Please give summary level details below of your organisation structure

c) Which of your employment policies are determined by you and which policies apply to all firms within the wider organisation structure ?

EIP2: Basic Equality Data ALL VENDORS

Equality in Your Organisation – these questions are relevant to all vendors and will be used to measure your organisation’s application of matters of Equality and Diversity in your organisation and may have an impact on the approval of your organisation as a vendor.

4 Is it your practice not to discriminate directly or indirectly on grounds of colour, race, nationality, ethnic or national origin, or age in relation to decisions to recruit, select, remunerate, train and promote employees?

Yes / No

5) In the last three years, has any finding of unlawful discrimination in the employment field been made against your organisation by the Employment Tribunal, the Employment Appeal Tribunal or any court or in comparable proceedings in any other jurisdiction?

Yes / No

If the answer to 5 is yes, please provide details below of each occasion (complete on separate piece of paper if required) and state what corrective organisation change action you have taken as a consequence of each finding:Date Unlawful Finding Corrective Action Taken

6) In the last three years, has your organisation been the subject of formal investigation on the grounds of alleged unlawful discrimination in the employment field?

Yes / No

If yes, please provide details below of dates, the area(s) covered by the investigation and the outcomes / findings.

Date Areas Covered & Findings Corrective Action Taken if Applicable

7) a) In the last three years, has any finding of unlawful discrimination in relation to non-employment matters been made against your organisation by any UK court or in comparable proceedings in any other jurisdiction ?

b) In the last three years, has any contract with your organisation been terminated on grounds of your failure to comply with:i) Legislation prohibiting discrimination?; orii) Contract conditions relating to equal opportunities in the provision of

Yes / No

Yes / No

goods, facilities or services?If yes to either or both of above, please provide details below of each occasion (complete on separate piece of paper if required) and state what corrective organisation change action you have taken as a consequence of each occasion:Date Unlawful Finding / Contract

TerminationCorrective Action Taken

8) Do you comply with the following legislation that applies in Great Britain (or equivalent legislation in the countries in which you employ staff, whichever is applicable);a) The Sex Discrimination Act 1975, as amended? Yes / No

b) The Equal Pay Act 1970? Yes / No

c) The Disability Discrimination Act 1995? Yes / No

d) Employment Equality (Age) Regulations 2006 and Amendment Regulations 2008

Yes / No

e) Employment Act 2002 and Dispute Resolutions Regulations (2004) Yes / No

f) Health & Safety at Work Act 1974 Yes / No

9) In the last three years, has any finding of unlawful disability, equal pay or sex discrimination in the employment field been made against your organisation by the Employment Tribunal, the Employment Appeal Tribunal or any court or in comparable proceedings in any other jurisdiction?

Yes / No

If yes, please provide details below of each occasion (complete on separate piece of paper if required) and state what corrective organisation change action you have taken as a consequence of each finding :Date Unlawful Finding Corrective Action Taken

10) a) Are You currently subject to UK Legislation ? Yes / No

b) If No, please supply details of your experience in working under equivalent legislation which in the relevant country is designed to eliminate discrimination and to promote equality of opportunity.

EIP3-Section “H Vendors” ADDITIONAL QUESTIONS FOR HIGHLY RELEVANT VENDORS

You will be advised if you are required to complete this section – otherwise you need not complete it (these questions are relevant to all vendors deemed to be highly relevant in relation to equality requirements and will be used to measure your organisation’s application of key matters of Equality in your organisation and may have an impact on the approval of your organisation as a vendor).

11) Is your approach equality set out in;a) Instructions to those concerned with recruitment, selection, remuneration, training and promotion?

Yes / No

b) Documents available to employees, recognised trade unions or other representative groups of employees?

Yes / No

c) Recruitment advertisements or other literature? Yes / No

12) Are your staff with managerial responsibilities required to receive mandatory training on equal opportunities?

Yes / No

13) Do you observe as far as possible the promotion of equality of opportunity in employment, including monitoring of workforce matters and steps that can be taken to encourage members of the ethnic minorities to apply for jobs or take up training opportunities?

Yes / No

If Yes, please supply evidence to support your answers to this question. Such evidence may be examples or copies of documents such as your equal opportunities in employment policy, documents containing instructions to staff, or outlining arrangements for advertisements, recruitment, selection, access to training, opportunities for promotion, copies of recruitment advertisements, extracts from staff handbooks, or other materials that demonstrates your organisation’s commitment to race equality.

14) Is it your practice not to discriminate directly or indirectly on grounds of colour, race, nationality, or ethnic or national origin in the provision of goods, facilities or services to the public?

Yes / No

15) a) Do you have a written policy on equal opportunities in relation to the provision of goods, facilities or services ?

Yes / No

If Yes, is the policy set out in:b) Instructions to managers?c) Instructions to staff?d) The staff conduct or disciplinary code?e) Leaflets or other literature available to the public?

Yes / NoYes / NoYes / NoYes / No

f) Please provide copies / examples of the above documentation with your returned

questionnaireg) If your answer to 15a is No, how else can you demonstrate that you can meet your obligations to promote equality though the medias listed in 15b to 15e? – please state below and attach examples (continue on a separate sheet if necessary).

16) In any previous or current contracts for supply of goods, facilities or services, did you apply or are you applying an equal opportunity policy for access to, and enjoyment of, these goods, facilities or services by different groups?

Yes / No

If Yes, please provide examples below:

Dated this day of 20

Signed: in the capacity of

duly authorised to sign for and on behalf of