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1
PRE-QUALIFICATION QUESTIONNAIRE (PQQ)
STAVROS NIARCHOS FOUNDATION CULTURAL CENTER (SNFCC)
Regarding the award of a Contract for the Provision of Total Facilities Management Services incorporating Planned Maintenance, Reactive Maintenance and Soft Services
to the Stavros Niarchos Foundation Cultural Center (SNFCC), Athens
Expected to commence in 2016 for a period of 5 years
(With the option to extend, at the clients discretion, for further 12 month periods)
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CONTENTS
Page
A. ORGANISATION PROFILE 3 B. CONTRACT AND ACCREDITATION INFORMATION 5 C. INSURANCE 6 D. FINANCIAL INFORMATION AND PROFESSIONAL STANDING 7 E. HEALTH AND SAFETY 10 F. BANK REFERENCE 16 G. EQUALITY AND DIVERSITY 17 H. TECHNICAL CAPACITY 19 I. REFERENCES 35 J. UNDERTAKING 36
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A. ORGANISATION PROFILE Please provide the following details: A1. Business name (or Joint Venture Name):
A2. Registered or trading name if different:
A3. Type of organisation (e.g. societe anonyme, private limited company, partnership):
Company Reg. No. (e.g. G.E.MI for Greece)
Place of registration:
Year established:
VAT number:
Tax Office:
A4. Registered address:
A5. Correspondence address if different from the above:
A6. Address from which the services will be delivered if different from the above:
A7. If applicable please provide the name of ultimate holding/parent company and
subsidiary or affiliate companies including addresses and an explanation of the group structure and internal relationships:
A8. If applicable please provide the Company Registration Number or VAT Number of
ultimate holding/parent company and of subsidiary or affiliate companies indicated under section A.7 above:
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A9. If you have included details of an ultimate holding/parent company above would this company be willing to guarantee your contract performance and enter into any requisite legal documentation?
A10. Please provide the principal areas of business activity of your organisation:
A11. Please provide your contact details for the single point of contact for conduct of the PQQ
Contact name:
Contact's position:
Contact's telephone number:
Contact's fax number:
Contact’s email address:
A12. Legal representation – please provide details of your organisation’s legal representatives in the table below
Representative’s name 1:
Representative’s position 1:
Representative’s telephone number 1:
Representative’s fax number 1:
Representative’s email address 1:
Representative’s name 2:
Representative’s position 2:
Representative’s telephone number 2
Representative’s fax number 2:
Representative’s email address 2:
NOTES TO SUPPLIER:
In case of Joint Venture, please attach a joint declaration signed by the legal representatives of all Joint Venture members by which one person will be appointed as responsible for all communications with the SNFCC A.E.
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B. Contract and accreditation information
Information provided
YES NO
Please provide information of any current active Total FM contracts of value of €250,000 or more per annum each
Please provide information ownership of accreditation in, ISO 9001:2008.
Please provide information ownership of accreditation in, ISO 14001:2004,
Please provide information ownership of accreditation in, OHSAS 18001.
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C. INSURANCE
Please provide confirmation that your organisation will provide the following minimum levels of insurance:
Confirmed
YES NO
Employers Liability € 1,000,000 per employee, € 3,000,000 per occurrence and € 5,000,000 in the annual aggregate Public Liability € 5,000,000 per occurrence and € 10,000,000 in the annual aggregate Professional Liability € 2,000,000 per occurrence and in the annual aggregate
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D. FINANCIAL INFORMATION AND PROFESSIONAL STANDING
NOTES TO SUPPLIER:
We may seek evidence relating to the questions below, if required and we reserve the right to use the services of an independent third party to assess your financial standing/appraisal.
D1. Please indicate your organisation’s FM market share in Greece
D2. Please confirm your organisation’s years of FM operation in Greece
D3. Please indicate the percentage annual turnover of your organisation that relates to
Public Sector clients
D4. What was your overall turnover in the last two years in Greece? € ……..………
€……..………
for year ended __ / __ / ____ for year ended __ / __ / ____
D5. Has your organisation met all its obligations to pay its creditors and employees on
time? YES NO
If the answer to the above question is no, please explain why not:
D6. Please provide audited profit and loss account, balance sheet and cash flow statement
for the previous three years
Please tick the box to confirm the above documents are enclosed:
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NOTES TO SUPPLIER:
1. Where the organisation is a subsidiary of a group all questions must be answered for both the subsidiary and the ultimate holding/parent (or in case of various business sectors within the group, by the ultimate parent of the relevant FM business sector)
2. Where this PQQ is being submitted as a joint venture, the above information is required for each member organization.
D. 7 PROFESSIONAL AND BUSINESS STANDING
Do any of the following apply to your organisation, or to any of the directors / partners / proprietors?
(i) Currently in (or procedures initiated for) bankruptcy, bankruptcy compromise, insolvency, compulsory administration proceedings, compulsory winding up, receivership, composition with creditors, or similar proceedings provided by the national legislation of the candidate.
Yes No
(ii) Current operation licences have been revoked. Yes No
(iii) Legal Representatives, directors, managers or proprietors convicted or prosecuted for a criminal offence related to business or professional conduct (e.g. misappropriation, fraud, blackmail, counterfeiting, perjury, bribery and fraudulent insolvency) nor relevant legal proceedings are pending
Yes No
(iv) Legal Representatives, directors, managers or proprietors convicted
or prosecuted for participation in a criminal organisation as defined in article 2 par 1 of Joint Action 98/733/JHA of 21 December 1998 of the European EU (OJ L 351, 29/12/1998)
Yes No
(v) Legal Representatives, directors, managers or proprietors convicted or prosecuted for bribery as defined in article 3 of Council of Act of 26 May 1997 (OJ C 195/25.06.1997) and art. 3 of Joint Action 98/742/JHA of the EU Council (OJ L 358, 31/12/1998)
Yes No
(vi) Legal Representatives, directors, managers or proprietors convicted or prosecuted for fraud in the sense of article 1 of the Convention to protect the financial interests of the European Communities (OJ C 316, 27/11/1995)
Yes No
(vii) Legal Representatives, directors, managers or proprietors convicted or prosecuted for money laundering, within the meaning of article 1 of Council Directive 91/308/EEC of 10 June 1991, on prevention of use of the financial system for the purpose of money laundering (OJ L 166, 28/06/1991) as amended and in force.
Yes No
(viii) Legal Representatives, directors, managers or proprietors convicted
or prosecuted for other reportable criminal offence.
Yes No
(ix) Legal Representatives, directors, managers or proprietors convicted or prosecuted for an act of grave misconduct in the course of business.
Yes No
(x) Failure to fulfil obligations related to the timely payment of social security contributions. Yes No
(xi) Failure to fulfil obligations related to the timely payment of taxes. Yes No
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(xii) Failure to obtain and maintain relevant licences or membership of an appropriate trading organisation where required by law. Yes No
If you have answered any of these 'Yes' please give brief details below. Alternatively files should be attached.
D.8 Has your organisation failed to provide information required or provided misleading information when participating in a procurement exercise? YES NO
If the answer to the above question is yes, please explain the circumstances:
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E. HEALTH AND SAFETY
NOTES TO SUPPLIER:
Further information may be requested if required.
Responsibility & Structure E1. Please state the name and position of the person with overall responsibility for health
and safety in your organisation together with details of experience and any relevant qualifications.
Name
Position in Organisation
Experience in a Health and Safety Role ( Number of Years)
Qualifications
E2. Please state the name and position of the person (if different to above) appointed to
provide health and safety service as required by Greek Law 3850/2010 together with details of experience and any relevant qualifications.
Organisation or Company Name
Name
Position in Organisation
Experience
Qualifications
E3. How many persons, as a proportion of total employees does your organisation directly
employ across all FM services and sectors, please provide this information by FM service line provided e.g. Hard Services, Cleaning etc. Please also split the staff proportion between technical grades and management grades.
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E4. Does your organisation (not individuals within it) have current membership of any trade associations, safety organisations, registration with or accreditation by any accrediting bodies?
YES NO If the answer is yes, provide details, using full names of associations, bodies and any applicable registration number. Please do not use abbreviations.
Policies and Procedures E5. Does your organisation have a written Health and Safety Policy (covering General
Policy, Organisation and Arrangement) in accordance with Health and Safety law 3850/2010 and issue any codes of safe working practices to workforce?
YES NO
5.1. If the answer is yes please enclose a copy of the policy.
Please tick the box to confirm the above documents are enclosed:
5.2. If your organisation does not have a written Health and Safety Policy please give the reason why.
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E6. Please state how health and safety policies and procedures are communicated to your workforce and administered within your organisation?
E7. Does your organisation have a procedure for the reporting and recording of accidents
and dangerous occurrences? YES NO If the answer is yes, please enclose a copy of the procedure.
Please tick the box to confirm the above documents are enclosed:
E8. Please complete the following table in respect of accidents and dangerous occurrences
as set out below.
Year Fatal Injury Minor accidents
Near misses (incident that did not cause actual injury but could have)
This year
Last year
Year before last
Faithful + Gould reserves the right to request copy of the official Book of Labour Accidents.
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E9. During the last five years, has the organisation been subject to formal enforcement (e.g. Prosecution, Prohibition Notice or Improvement Notice) for contravention of the Health and Safety legislation (3850/2010) or equivalent legislation arising from your conduct of activities similar to those covered by this contract? YES NO
If the answer is yes, please provide full details and explain corrective action taken to prevent re-occurrence.
E10. Does your organisation have Risk Assessment Procedures in place for all work activities? YES NO
If the answer is yes, please supply 2 examples of risk assessments and safety method statements for work activity undertaken within the last 12 months.
Please tick the box to confirm the above documents are enclosed:
E11. Does your organisation have a health and safety training programme for your workforce to ensure that they are competent for their duties? YES NO
If the answer is yes, please enclose brief details of training courses or programmes undertaken by managers and workforce.
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E12. Does your organisation have arrangements in place for consultation with workforce on health and safety matters? YES NO E13. Where appropriate, does your organisation undertake health monitoring of workforce? YES NO
If the answer is yes, please provide details.
E14. If your organisation uses sub-contractors, do you have a system in place for assessing their competence and the ongoing monitoring and review of their Health and Safety performance? YES NO
If the answer is yes, please provide details.
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E15. Do you have a system in place for monitoring your Health and Safety arrangements including auditing them at periodic intervals and for reviewing them on an ongoing
basis?
YES NO
If the answer is yes, please provide details including examples.
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F. BANK REFERENCE BANK DOCUMENTS Please provide a signed letter of reference from your Bank. It should state: How long the account(s) is/are maintained and include number of years with the
specific bank (customer as of X date) Average Balances, per year, in the last 3 years Total current assets and total current liabilities, of any form (as of the date of the letter) Is the relationship between the account holder and the Bank satisfactory Faithful + Gould reserves the right to directly contact the Bank in order to request details on the information provided in the letter of reference from the Bank.
Please tick the box to confirm the Bank Reference Letter is enclosed:
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G. EQUALITY AND DIVERSITY
NOTES TO SUPPLIER:
1. Faithful + Gould may seek evidence relating to the questions below, if required
G1. Does your organisation comply with its legal obligations relating to the following? YES NO Race
Sexual Orientations
Disability
Age
Religion or Belief
Gender
Human Rights
NOTE TO SUPPLIER:
You must keep up to date with relevant changes in legislation.
G2. In the last three years has any finding of unlawful discrimination been made against
your organisation? YES NO G3. In the last three years has your organisation been the subject of a formal investigation
on grounds of alleged unlawful discrimination?
YES NO G4. If the outcome of either of the last two questions (above) was yes, what action was you
required to take as a result of that finding or investigation?
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G5. If you were required to take action, what action did you take?
G6. If you were required to take action and no action was taken, please explain why not?
G7. If you were required to take action, did the action taken satisfy the relevant
organisation? YES NO
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H. TECHNICAL CAPACITY
NOTES TO SUPPLIER:
Responses to this section are limited to 500 words per question.
Please ensure that any additional documents clearly identify the question number it refers to.
H1. Please provide a detailed overview of your strengths as an organisation and describe
how you are best positioned to deliver an excellent service for the Client. This should include reference to the following pieces of information:
a) Percentage of full and part time staff with professional qualifications b) Percentage of your business devoted to each service area (e.g. Percentage
revenue from cleaning contracts, Percentage revenue from Technical Maintenance contracts etc)
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H2. Please describe the services that you believe your organisation excels in and why you are different from your competitors in these areas.
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H3. This contract will be very significant for the SNFCC A.E. in terms of delivering a high
quality user experience. It is therefore important that you can demonstrate a genuine track record in managing and delivering similar contracts. Therefore please demonstrate with examples that you have the proven professional and technical ability to perform across similar buildings and installations and ranges of assets and the challenges that these presented. Please provide details of services similar in size and nature (i.e. Total FM services for projects of a similar size and level of complexity) to those required under this Contract provided by you over the past three years including details of when and for whom the services were provided, where the contracts were located, which office(s) they were managed from, the total contract length and the total contract value.
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H4.Give three examples of added value/innovation that you have introduced to site-based
Total FM contracts; particularly in the areas of technology and developing the skills of staff. Identify what specific benefits were achieved for your client including specific cost savings and service level improvements.
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H5. With reference to a Total Facilities Management solution, using examples from your experience, describe in terms of your approach, techniques and staffing how you successfully delivered a range of diverse services.
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H6. Using examples from your experience, please describe in detail where you have provided a customer interface delivering an exemplary standard of customer care in a service environment. How did you measure and monitor the standard of service you delivered? What were the results and what timescale(s) were these measured over?
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H7. Please confirm whether your organisation has withdrawn from a contract prematurely.
Explain the circumstances in full.
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H8. Please confirm whether your organisation has any outstanding claims or had legal action taken against it in the last 3 years. Give full details.
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H9. Provide a breakdown of your full service delivery structure (managerial, operational and
sub contract) including the relevant technical qualifications of all staff and details of which office they are based from. Your answer should reference percentage of full and part time staff and sub contract staff that work in each of your delivery areas (e.g. Cleaning, Security, Grounds maintenance etc.)
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H10. Please provide full details of any IT solutions that you offer to your current clients which might include, but not be limited to, Computer Aided Facilities Management system and manufacturer/model of system, PDA use, KPI monitoring and management reporting offered. Demonstrate how this is used and how it improves the efficiency and management of the contract.
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H11. Please provide your current top 5 sub-contractors by percentage of spend.
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H12. Please confirm that any sub-contractor you have identified or intend to identify will comply with the standards set out in this PQQ and will meet the professional & business standing criteria mentioned under D.7 above, as well as the legal requirements set forth by the pertinent legal framework for the exercise of the relevant activities (e.g. Law 3707/2008 on the provision of security services). Please note that the SNFCC AE reserves the right at any time in the selection process to seek evidence of this.
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H13. Please provide a short description of the projects for which a subcontractor has been used in the past by filling in the table below:
Name/type of project & description
Total FM for which a subcontractor was used
Name of subcontractor
H14. Please confirm whether your organisation has had a contract terminated within the last
3 years or not had a contract renewed or extended due to failure to perform to the terms of the contract.
YES NO If your answer is yes to either question, please explain the circumstances in full and the
rectification measures put in place to ensure that the same issues do not happen again.
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H15. Describe the criteria used to track and measure your customers’ perceptions of your
organisation and service, and provide examples of results achieved.
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H16. What internal performance indicators does your organisation use in order to monitor, understand, predict and improve its performance and to predict the perceptions of customers and stakeholders? Provide examples of results achieved, and performance results for your operation's punctuality and service reliability over the same period
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H17. Please confirm that your organisation has a robust business continuity plan, and upon request by Faithful + Gould this will be provided.
YES NO H18. What is the staff turnover as a percentage, for your organisation's total permanent
workforce for each of the last 3 years? (i.e. Divide the number of employees who have left by the average number of total employees at that year).
2014
2013 2012
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I. REFERENCES Please provide details of five referees whom the SNFCC A.E. may contact for further information. Please note that the Stavros Niarchos Foundation, if applicable, cannot be named as referee.
Reference 1 Reference 2 Reference 3 Name
Company
Title
Address
Tel. No.
Fax No.
Email Address
Reference 4 Reference 5 Name
Company
Title
Address
Tel. No.
Fax No.
Email Address
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J. UNDERTAKING When you have completed the PQQ, please ensure that: 1. You have answered all the questions with clear, accurate and detailed answers; 2. You have provided all documents requested; 3. You have read and signed the undertaking below. By signing this document, I solemnly declare in the sense of Article 8 of Law 1599/1986 that I have full power, capacity and authority to sign this document in the name and on behalf of the Interested Party named above under section A – Organisation Profile. The answers, information and supporting documents hereby provided are true and accurate and not false, fraudulent or misleading. In case the Interested Party named above under section A above qualifies as a “Shortlisted Operator” in accordance with the relevant provisions of Section 8.1.4 of the Invitation to Participate, it shall produce a full set of certificates of proof (in original or duly certified form) from the relevant competent authorities evidencing the accuracy of the information provided in section D.7 Professional and Business Standing and any other Section of this PQQ as per the instructions to be provided in this respect by Faithful + Gould. In case subcontractors are to be used for the provision of some TFM services, such subcontractors will comply with criteria mentioned in Section D.7 as well as the legal compliance criteria set forth by the pertinent legal framework for the exercise of the relevant activities (e.g. licenses etc.). A list of subcontractors will be provided by Shortlisted Operators along with a Letter of Intent or solemn declaration signed by the legal representative of each subcontractor or draft agreement with each subcontractor. I hereby acknowledge that it is the Interested Party’s responsibility to ensure that the aforementioned criteria and requirements are met by the subcontractors to be used and acknowledge that Faithful + Gould may request evidence in this respect at any stage of the TFM Operator Selection Process. NB This undertaking is to be signed by the legal representative or other lawfully authorised representative in their name on behalf of the Organisation.
Signed for and on behalf of the Organisation:
Name of signatory:
Capacity/ Position in the Organisation:
Organisation’s name:
Organisation’s address:
Date:
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