Pre-Qualification Questionnaire Power, Stage and Site

Contract PQQ
Pre-Qualification
Questionnaire
Power, Stage and Site
Lighting at outdoor live
music events 2013 - 2017
Contract No: MUSIC/103/12/04
Contract PQQ
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 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
The purpose of this PQQ is to help us decide which bidders to short-list to invite to
tender.
1 Type and term of contract
We will be awarding a contract for hire and installation of power and stage and site
lighting at outdoor live music events.
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 two one-year periods
making a maximum duration of 5 years in total.
The decision on whether to use any or all of the extension option available will be at
our discretion and we will base it on the following factors; performance, budget
availability.
The total value of this contract over the entire period including any extension options
will be in the region of £1.3 million.
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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 do
so.
Stages
Dates
Issue PQQ Document
Week commencing 19 March 2012
Closing date and time for enquiries
3pm Monday 23 April 2012
PQQ Return Date and Time
3pm Friday 27 April 2012
Issue of Invitation to Tender documents
to those shortlisted
Week Commencing 7 May 2012
Bidder request for feedback available
until
Thursday 31 May 2012
Closing date and time for Tender
submission
3pm Friday 27 July
Expected Notification of Intent to Award
Week commencing 6 August
Expected Start Date
Monday 3 September 2012
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2.2
2.2.1
Clarification
Clarification
Once we have evaluated submissions, we may need further clarification and may ask
for this additional information or a clarification meeting. The purpose is to further
explore the information you have provided in your submission.
2.3
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:
Rachael Miller at rachael.miller@forestry.gsi.gov.uk
If we consider any question or request for clarification relevant to all interested
parties, we will circulate both the query and the response to all potential bidders, but
your identity will remain confidential.
If you, as the Bidder, reading this document have not yet registered your
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.
2.4
Return arrangements
Send completed PQQs as:

two paper copies by post or hand delivered, and

one copy on disk or USB type storage device in a read only format
Please note we do not accept fax or email copies.
We must receive completed PQQs before the closing time shown in the Timetable at
Section 2.1. We will keep PQQs received before this deadline unopened until after this
time. We will not consider PQQs received after the deadline. Please be aware
that we may copy PQQs for our use.
Mark envelopes with the words ‘PQQ for Power, stage and site lighting at live
music events- MUSIC 103/12/04. Not to be opened until 3pm Friday 27 April’
We may exclude submissions if the envelope is not marked in this way.
Send completed PQQ documents to the following address:
Forestry Commission East of England Office
Santon Downham
Brandon, Suffolk
IP27 0TJ
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3. The scope of supply
The FC intends to award a contract for power, stage and site lighting at outdoor forest
concert programme which runs over 23 nights at seven different forest locations.
3.1 Background to Forestry Commission Live Music
The Forestry Commission began promoting live music in 2001. Since then the
programme has expanded and covers 7 venues in spectacular forest locations
throughout England.
Between 2000 and 2008 the tour featured: The Beach Boys, Beautiful South, Bryan
Ferry, The Charlatans, Courtney Pine, Crowded House, Daniel Bedingfield, Elbow,
Embrace, The Feeling, Fun Lovin' Criminals, Ian Brown, Jamie Cullum, Jools Holland,
Katherine Jenkins, Keane, KT Tunstall, Levellers, M People, Madness, McFly, Massive
Attack, Motorhead, Paul Weller, The Pet Shop Boys, Pulp, Status Quo, Travis, UB40,
Van Morrison, The Wonder Stuff and The Zutons.
2009: Paul Weller, Simply Red, Doves, David Gray, James Morrison, Sugababes,
Katherine Jenkins, Vanessa-Mae, Jools Holland, The Human League and Status Quo
2010: Simply Red, Keane, JLS, The Saturdays, Blondie, Katie Melua, Scouting for
Girls.
2011: Simple Minds, Erasure, Westlife, The Courteeners, Texas, The Script, Scouting
for Girls, Status Quo, Bryan Ferry.
2012: Plan B, Will Young, Ed Sheeran, Madness, The Wombats, The Darkness, Steps,
Razorlight, Alfie Boe + Orchestra.
Forestry Commission Live Music events introduce a new audience to our forests and
make forests relevant to people in different ways. In addition the programme raises
revenue which is ploughed back into the forests in a variety of environmental and
social projects.
During 2012 we anticipate running a programme of 23 events over 6 weekends
through June / July with an audience capacity of approximately 150,000 across 7
concert venues. Some sites operate 2 nights and some 3. Thetford and Westonbirt
operate second weekends in July.
For further information please visit www.forestry.gov.uk/music
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3.2 Venues:
High Lodge-Thetford Forest
Near Brandon, Suffolk. IP27 0TJ. Capacity 5000-8000
Operates two weekends (June and July) and runs 3 x shows Thurs-Sat per weekend
Sherwood Pines Forest Park
Near Edwinstowe, Nottinghamshire. NG21 9JL. Capacity 5000
Operates one weekend (June) and runs 2 x shows Fri & Sat
Bedgebury Pinetum & Forest
Near Goudhurst, Kent. TN17 2SL. Capacity 5500
Operates one weekend (June) and runs 2 x shows Fri & Sat
Westonbirt Arboretum
Near Tetbury, Gloucestershire. GL8 8QS. Capacity 5000-7000
Operates two weekends (June and July) and runs 3 x shows Fri-Sun per weekend
Dalby Forest
Near Pickering, North York Moors, N Yorks. YO18 7LT. Capacity 5000
Operates one weekend (June) and runs 2 x shows Fri & Sat
Cannock Chase Forest
Near Rugeley, Staffordshire. WS15 2UQ. Capacity 5250
Operates one weekend (June) and runs 2 x shows Fri & Sat
Delamere Forest
Linmere, Delamere, Cheshire. CW8 2JD. Capacity 5500
Operates one weekend (June/July) and runs 3 x shows Fri, Sat & Sun
Please note we run the following sites back to back through June:
Thetford 1 & Sherwood
Bedgebury & Westonbirt 1
Dalby & Cannock
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Delamere, Thetford 2 and Westonbirt 2 traditionally operate in July as solo weekends.
Note it is possible over the period of the contract that we may operate Thetford 2 and
Westonbirt 2 over one weekend. In addition we may also adjust the dates/ order of
sites in June.
All our concerts are held in rural outdoor locations, in clearings in the forest. All
infrastructure and power is temporarily brought in to the venues for the events.
3.3 Typical concert timings
Car park access from 4.30pm
Arena gates at 6.00pm
Opening act 7.00pm to 7.30pm
Support act 8.00pm to 8.40pm
Main Headline act 9.0ppm to 10.40pm
Curfew 11pm
3.4 Specification

The scope of this Contract will cover all aspects of the work specified including
the supply of materials, delivery to site, off-loading, installation, hire of
necessary plant, wiring, connecting, testing and commissioning.

Companies must be able to supply: All stage lighting fixtures, rigging, truss,
dimmers, control, cabling and distribution, all consumables and any FX/specials
required from specific artist production.

All equipment will be in a good state of repair and in a clean condition. Any
equipment rejected by the Forestry Commission on site due to its poor
condition on arrival at the site, will be replaced at the Contractor's own
expense.

Companies must include all trucking, diesel, overnight re-rig/gel/focus,
accommodation and food costs within the quotation.

The Services will consist of the design, supply, delivery to site, installation and
commissioning of all stage and site power/distribution as well as the provision
of all stage lighting and arena lighting units and emergency lighting. Car park
lighting and access lighting utilising tower lights, tripod units and festoon.

The Electrical Contractor will provide a minimum of one qualified on site
electrician to issue test and electrical certification before each sites first show
day and to the satisfaction of the Forestry Commission’s H&S on site
representative.

The contractor will provide liaison between the Forestry Commission’s
programme and production manager and artist production managers and their
lighting designers.
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3.4.1 Equipment Required
3.4.1.1
Stage and backstage power

2 x 175KVA Super silenced – synchronised (no break) generators for
Stage power.

Power supply for PA system 63A 3 phase

Stage work lighting and power sockets

Earthing of all relevant structures

Provision of additional supplies as required by touring artists

Provision for 63A 3 phase supply and distribution for tour buses (x 2 per
site)

Power for two backstage tour catering marquees using – minimum
requirement of:- electric grills, toasters, fryers, warming cabinets, 3 fridges
and 2 tea urns.

All 5 backstage marquees should be provided with 13A sockets and basic
lighting.

Backstage VIP toilet (re-circ) and 2 x electric shower units

Provision of suitable backstage area, specific attention to be paid to ramps,
steps, walkways and common working areas.

Provision of suitable on stage working lighting.

Provide suitable coloured floodlighting to illuminate backstage trees (min of
8 x 400 watt floods)

Provision of mobile work platform (cherry picker). Contractor is responsible
for checking in/out this unit.

Provision of illuminating the stage dummy PA wings which hold the forest
scrims.

Backstage Marquee info
2 of 6m x 9m clear span carpeted (dressing band male and female)
2 of 6m x 6m clear span carpeted (band food/hospitality and guest/support
marquee)
2 x 5m x 5m clear span carpeted (support marquee and crew/backstage
staff area)
1 x 6m x 9m with wooden flooring (catering)
1 of 4m x 4m clear span backstage (production)
3.4.1.2

Stage Lighting
The entire stage lighting system including all dimming and control must be
duplicated to exactly the same specification at each site. Specific lighting
designs from bands to follow once the contractor has been approved.
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
Stage Size 15.6m wide x 12m deep x 1.2m high, with ramp and treads. 12m
high PA flying masts for VDOSC system. FOH 7.2m x 4.8m x double height.
Dummy PA wings for Forestry scrims: 4.8m wide x 7.2m high x 2.4m deep

Automated Fixtures:
16 x Moving profile fixtures (min requirement:- Martin MAC 700)
16 x LED washlights (min requirement:- Robe Robin 1200)

LED Fixtures:
16 x LED washlights (min requirement:- i-Pix BB4)

Conventional Fixtures:
04 x Thomas PAR64 6-Lamp Bars
06 x Thomas 4-Cell PAR36 Molephays
08 x ETC Source 4 19 750w Profiles

Dimming:
01 x 24-way Dimmer Rack
01 x 72-way Hot Power Rack

Control:
01 x Min Requirement - Avolites Pearl 2008 Control Console (or equivalent)

Rigging:
04 x 8mtr box truss (Thomas, Tomcat, Prolyte or equivalent)
01 x 11mtr box truss for drape (type as above)
08 x CM Lodestar 0.5t Chain Hoists
02 x CM Prostar 0.25t Chain Hoists
01 x Outboard 12-way Motor Controller

Miscellaneous:
02 x 2.5K HMI follow spots (For example:- Robert Juliat Cyrano or equivalent)
02 x Cirro Strata CS6 Haze Machine
02 x JEM AF-1 DMX Fan
01 x 5-way Tecpro Comms System (or equivalent)
01 x 10mtr Wide x 6mtr Drop Black Wool Serge Drape
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3.4.1.3
Site

Each site is approx 90m wide x 120m-150m long with one or two
entrances/exits. Westonbirt is circa 175m wide.

Power supply to cover each site arena has tended to have been covered by 3-4
generators (60-100KVA depending on site) (with one as back up)

Provision via suitable generators for power distribution, (outdoor and indoor
working lighting, emergency lighting and socket outlets) for: site and bar
marquee and 2 mobile chillers and up to 4-5 mobile catering units.

Provision via suitable generator of power distribution, (outdoor and indoor flood
lighting, emergency lighting and socket outlets) for:1st aid marquee x 1 ,
disabled platform x1 , box office marquee x 1, merchandise marquee x 1 and
security marquee x 1

Site Marquee Sizes
1 of 6m x 6m clear span 1st aid
1 of 5m x 5m merchandise
2 of 5m x5m entrance, box office marquees
2 of 4m x 4m security and search
1 of 12m x 6m clear span bar marquee

Provision via suitable generator or cable runs for: 16amp power, floodlights x
approx 16 on steel stands or secure poles to cover mobile toilets, single runs of
pod toilets with opaque tops, some pathways, entrances and exits.

Provision of 3 x 2K floodlights for rear of FOH.

50m heavy duty cable ramp for stage to foh position, an additional 20m for
backstage/arena cables runs and an extra 25m of rubber matting

Tower Lights. The Forestry Commission will tow tower lights out/in and place
legs and heads out at: Thetford, Delamere, Dalby and Cannock only, contractor
to allocate time to ensure units are correctly focused and operable. At the
remaining sites contractor to tow units into position and place legs and heads
out. At all sites: Contractor to switch on/off each show day and refuel as
required.
3.5 Notes on equipment
3.5.1 Generators

The Electrical Contractor will provide, install, connect and maintain generators.
Each unit will comply fully with all relevant British (BS 7430) (or equivalent)
and European Standards with particular regard to noise control and exhaust
emissions.

All units will be housed in silenced enclosures and will be required to provide
continuous supply 24 hours per day for the duration of each concerts running
times as listed below.
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3.5.2 Switchgear and sub distribution equipment

All main switchgear and distribution boards will be as shown on the drawings
and listed in the schedules. Equipment will be completed with all necessary
items for the proper and safe operation and maintenance.

All equipment will be fully weatherproof or shall be housed within fully
weatherproof enclosures.
3.5.3 Main distribution and sub distribution cables and earthing

Distribution will be by means of appropriately sized cables and
switchgear/generators to sub distribution boards, feeding the various marquees
etc. Earthing via a suitably designed and installed system is essential for the
safe function of equipment and the safety of people/staff on site.

All terminations will be made using plastic bodied CEE form or Powerlock plugs
and couplers to BS 4343 or equivalent.

All circuits will be protected by means of correctly sized MCB units and all final
circuits feeding socket outlets will be further protected by means of 30mA RCD’s to BS 4293 or equivalent.
3.5.4 Stage lighting

Where there are two sites that operate over the same weekend the stage
lighting and rigging systems needs to be identical at each site. All lamps are to
have secondary means of support, all lighting truss’s are to have weight loading
certificates as well as secondary means of support. Lighting gels to meet
current BS 3944-1 or equivalent.

All rigging work should come accompanied with full load calculations and be
signed off accordingly.

Any fog or vapour special effect units are subject to COSHH assessments.
Flicker rates for any strobes should be at or below 4 flashes per second and if
more than one unit is being used these will be synchronised.

The entire stage lighting system including all dimming and control must be
duplicated to exactly the same specification at each site. Specific lighting
designs from bands to follow once the contractor has been approved.
3.5.5 Marquee and general site lighting

Where internal lighting is specified/listed in the schedules, such lighting will be
by means of waterproof fluorescent luminaries supported at high levels within
the specified marquees or as otherwise directed by the Forestry Commission’s
production manager.

Site floodlighting will be by means of fully enclosed wide angle beam type
luminaries either with low energy or metal halide lamps mounted on poles or
attached to marquee or staging structures.
3.5.6 Small power

The Electrical Contractor will supply and install a range of 13 amp socket outlets
to BS1363 (or equivalent) in required positions. All socket outlet final circuits
will be protected by RCD, having a tripping current of no more than 30 mA.
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3.5.7 Testing and Commissioning

On completion of the works and prior to handover, the Electrical Contractor will
test and inspect the installation in accordance with the requirements of the
I.E.E Regulations or equivalent. All test results will be recorded and forwarded,
together with commissioning and completion certificates to the Forestry
Commission.
3.5.8 Removal of Equipment

All equipment on site can start being removed following the last concert day.
Agreement between the promoter and contractor on the exact de-rig schedule
will need to be agreed in advance for all sites.

In order to avoid damage to the grass, the Contractor will ensure that all
reasonable care is taken when removing underground cabling and when derigging stage lighting from MEP units. Where practical the promoter will provide
access contingencies for wet weather. Charges maybe made to the contractor
to reinstate any grassed area that have been severely damaged due to any
carelessness.
3.5.9 Failure of Supply

The contracted company is liable for damage to any equipment (e.g laptops, pa
systems etc) belonging to a third party due to failure in power supply or faults
that are a direct fault of the contractors.
3.5.10 Site base and storage facility

The Contractor will be responsible for providing their own site cabin/storage
facilities if required. Any hiring of such equipment will be the responsibility of
the Contractor.
3.6 Site Specific Notes
3.6.1 Thetford Forest

21 x towers required (2 as tripods)

Floods x 4 from High Lodge building to cover rear of building and front entrance
3.6.2 Sherwood Pines

19 x towers required (2 as tripods)

200m festoon (1.5m bulb spacing) walkway with dual power source from main
entrance to taxi rank/drop off

Taxi rank/drop off entrance (off B road) floods
3.6.3 Bedgebury Pinetum

17 x towers required (1 as tripod)
3.6.4 Westonbirt Arboretum

12 x towers required (1 as tripod)
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3.6.5 Dalby Forest

18 x towers required (2 as tripods)
3.6.6 Cannock Chase

15 x towers required (2 as tripods)

200m festoon (1.5m bulb spacing) walkway with dual power source

Pathway flood stands via 16 amp supply from feeder point

Floods for front entrance / taxi rank from 16amp feeder outlet

Mobile Police unit / security marquee positioned in the arboretum
3.6.7 Delamere Forest

16 x towers required (1 as tripod)

200m festoon (1.5m bulb spacing) walkway with dual power source

Main walkway floods via 16 amp supply from feeder point
3.6.8 Other site notes
Note; some sites may require additional services for additional walkways, VIP
marquees, extra tower lights or other additional flood light needs. There may also be
specific requirements for artists. These will need to be negotiated/discussed and
charged in line with the main quote as and when they become known each year.
3.7 Staff and Training

Each working team should consist of:
1 x Experienced and qualified site power electrician
1 x Experienced site electrical technician
1 x Lighting Technician /operator to rig, work alongside band LD and be
able to operate lighting for support artists
1 x Experienced lighting technician /rigger

As part of this team, one member must be designated crew boss and act as a
point of liaison for the client. This member of staff should have overall Health &
Safety responsibility for the contractors work at that site and as such should
hold a SPA Safety Passport as a very minimum.

At least one of each of the staff provided must be trained in the following
1 x Licensed Telehandler Operator
1 x Licensed powerer access operator IPAF or equivalent
1 x Electrician with Testing and inspection qualification to the 17th Edition
or equivalent
1 x First Aid at Work
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
Staff responsible for refuelling of all generators and plant must be trained in
refuelling and spillage techniques. Full spillage kits should also be provided as
part of this requirement.

The contractor must ensure that relevant PPE is provided for all staff to enable
them to enable to carry out their tasks safely.
3.8 Sub-hiring and consortium arrangements

We require a supply who can deliver the whole specification across all sites.

We will not accept bids from contractors proposing consortium arrangements.

We will accept the use of some freelance/ subcontracted engineers in addition to
your core team, please supply details in section C15.

We will accept sub hire of generators and tower lights from a recognised
industry supplier, please supply details in section C15.

The contractor must provide all power distribution equipment and as much site
and stage lighting from their own stock.

Some specific stage lighting items may be sub-hired in order to artist’s final
specification.
3.9 Experience and Qualifications

Bidders must have previous experience on supplying outdoor shows and ideally
providing the same specification for two sites over one weekend.

Staff using telehandler forklift, MEP’s or other plant must be trained and
certified drivers.
3.10 Standards

Companies must be approved and registered NICEIC contractors.

All work will be carried out in accordance with the 17th Edition, (2012 1st
Amendment) of the I.E.E. Wiring Regulations (BS 7671/2011) or equivalent.

The complete site installation will comply with all relevant British Standards,
British Standard Codes of Practice and, where indicated, with other Standards
and specifications, and all amendments thereto (or equivalent). The relevant
issues will be those current three months before the date of the Tender, unless
alternative dates are indicated.

Where appropriate all work will comply fully with any local licensing regulations
and requirements.

Contractors will be fully conversant of and comply with the Health and Safety at
Work Act with particular reference to the Electricity at Work Regulations – 1989
and the COSHH Regulations – 2002, when engaged to carry out work for
Forestry Commission.

A full electrical test to have been completed and electrical certificate and test
results available from 12.00 noon on the 1st show day.
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
Design, installation, earthing, cables, colour gels, emergency lighting to meet:
BS 7909-2011, BS 7430, BS 7671, BS 3944, BS 5266 (or equivalents).
3.11 Documentation

Contractors will need to provide company documents covering: H&S, Loler,
manual handling, working at heights, noise at work act, COSHH company
profile and company procedure policies.
3.12 Plant hire/ other equipment

In order to carry out the Services, the Contractor will ensure that they have the
appropriate equipment available for use. Any hiring of equipment, such as an
MEP all terrain cherry picker, will be the responsibility of the Contractor.
3.13 Forestry Commission will provide

lunch and evening meals from tour caterer on all show days

Limited access to forks and driver.

First Aid provision on show days from approx 4pm to approx 11pm. The
contractor must assess the need for and provide their own first aid
arrangements outside of these times.

Overnight security from two days before first show day
3.14 Complete Service

The service includes hire and installation of equipment, staffing, staff
accommodation, transport and subsistence, trucking, attendance at meetings
and any other costs.

Any annual increase in prices throughout the life of the contract will be in line
with CPI.
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4 Guidance notes for completing the PQQ
4.1
Completing the PQQ
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 gateway
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 this PQQ unless
specifically requested to do so. 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 PQQ. 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 PQQ and be
easily identifiable as the answer.
4.3
Costs
All costs associated with participating in this process remain your responsibility. We
will not return any part of your completed PQQ to you.
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.
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
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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
Scotland or Wales 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
Scotland or Wales 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.
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 we ask for in this PQQ 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 the information we ask for
about the prime contractor. Where sub-contractors will play a significant role in the
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delivery of the services or products under any ensuing contract, please show 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 or services, or both.
5 Evaluation and short-listing
5.1
Objective
The objective of the PQQ is to evaluate responses so we can select bidders to go to
the next stage of the procurement, the Invitation to Tender (ITT).
The evaluation process shows how we will evaluate PQQ responses. This is designed
to make sure that each response receives equal and fair treatment. The objective is
to score bidders in line with the evaluation criteria set out in the Evaluation Matrix at
Section 5.6.
We intend to take five bidders through to tender stage, although we reserve the right
to take a more appropriate number through where necessary.
5.2
Evaluation
We will evaluate your responses to the PQQ objectively using the evaluation matrix at
Section 5.6
5.3
Gateways
Some questions in the PQQ are known as gateways and are fundamental
requirements of the contract.
If you do not answer any of these questions appropriately, we will reject your
submission in full and will not evaluate any further questions.
5.4
Specific questions (Section E)
Section E contains requirement-specific questions that focus on your characteristics
and suitability in principle to provide the requirement – they are about whether you
are capable of providing the requirement rather than how you will actually deliver it,
this will be covered at the ITT stage.
Questions will fall within the following headings:

Capability or Technical Ability

Capacity
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
Quality
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 PQQ.
The marks allocated for each question will be multiplied by the relevant weighting as
shown for each section.
5.5
Short-listing
To progress to the ITT stage, you will need to:

Pass all gateway questions or sections; and

Achieve a score in the top five of responses
Once we have evaluated the responses and agree the shortlist, we will tell all bidders
in writing by email.
Note: where lots apply, scoring will be carried out on each lot.
5.5.1
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 as show in the timetable in 2.1. We will
provide a formal debrief within 15 calendar days of receiving your request.
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5.6
Evaluation matrix
Section
Title
A
Form A –
Organisation and
Contact Details
Mandatory
Completion of this Section is mandatory and is for
our information. We may confirm company
identity and basic details with external bodies.
A
Form B – Grounds
for Mandatory
Rejection
Pass/Fail
If you answer ‘Yes’ to any questions relating to
mandatory rejection you will fail this section and
your submission will not be evaluated any further.
A
Form C – Grounds
for Discretionary
Rejection
Pass/Fail
If you answer ‘Yes’ to any questions relating to
discretionary rejection you may fail this section,
However we will look for information from you that
clearly indicates that you have resolved any past
conduct or problem and taken steps to prevent it
recurring. If we are satisfied that this is the case,
you will pass this section.
B
Financial
Pass/Fail
You must be able to provide at least one of the
items of financial evidence set out in section B.
The key objective is for us to analyse your
financial position and determine the level of risk
that it would present to us – having regard to the
requirement and value, criticality, and the nature
of the market.
C
Health and Safety
Pass/Fail
You must provide the information we have
requested in Section C.
D
Insurance Details
Pass/Fail
You must have the required levels of insurance as
requested in Section D. If you do not have these,
you must confirm that you will get them if
successful, before the contract start date. If you
cannot confirm this you will fail this section.
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Section
Title
E
Specific Questions
Weight
Where 'gateway' is the weighting see
5.3.
Capability/Technical
E1a
E1b
E1c
Provide details of your
experience and capability
for contracts of this type,
its complexity and potential
value.
20%
Provide details of the
experience of the key
personnel who will be
involved in delivering this
contract – you should
provide a brief outline of
their qualifications and
experience in working on
contracts of this nature.
10%
0 – No response or totally
inadequate
No response or an inadequate response.
1 – Major Reservations or
constraints
The response simply states that the
bidder has the capability to meet some of
the requirements set out in the question
or scope of supply, but have not given
information or detail on how they have
done this.
2 – Some Reservations or
Constraints
Provide details of your
Company’s sustainability
policy and how this is
implemented within your
company and at events of
a similar nature.
Bidder has provided some information
regarding their capability to meet most
of the requirements as set out in the
question or scope of supply. There is
some doubt in their ability to consistently
meet the full range of requirements.
10%
3 – Fully Compliant
Capacity
E2a
E2b
Do you have, or are you in
the process of bidding for,
any other significant
contracts that could impact
on your capacity to deliver
the requirements of this
contract?
20%
Demonstrate that you have
the capacity and resource
to meet the requirements
of this contract, and that
you will continue to do so
throughout the contract
period.
20%
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Bidder has provided detailed information
covering all elements of the question or
scope of supply. This gives full
confidence in their ability to consistently
meet the full range of requirements.
4 – Exceeds Requirements
21
Bidder meets the required standard in all
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Quality
E3a
Provide details of the
processes you have to
monitor, evaluate and
maintain quality of service
and ensure timely and
accurate delivery of this
contract.
F
References
Pass/Fail
You must provide references relevant to
the subject of this contract. The number
of references you provide should be the
number we asked for in Section F. We
will consider accepting a lower number
depending on how long you have been in
business. When checking references we
will be looking to confirm that the
contract has been carried out on time, to
budget and to specification.
G
Declaration
Pass/Fail
You must sign the declaration.
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5.7 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 2.4 by the time and date detailed
in the timetable at Section 2.1.
Part A – Form A: Organisation and Contact Details
Part A – Form B: Grounds for Mandatory Rejection
Part A – Form C: Grounds for Discretionary Rejection
Part B – Financial
Part C – Health and 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 – Declaration
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Part A – Form A - Organisation and Contact
Details
Organisation Details
Question
Your Answer
A1
Full name of organisation
tendering (or of organisation
acting as lead contact where
a consortium bid is being
submitted).
A2
Registered office address.
A3
Company or charity
registration number.
A4
VAT Registration number.
A5
Name of immediate Parent
Company.
A6
Name of ultimate Parent
Company.
A7
Type of organisation.
i) a public limited company
ii) a limited company
iii) a limited liability partnership
iv) other partnership
v) sole trader
vi) other (please specify)
A8
How many staff does your
organisation (including
consortia members and
named sub-contractors
where appropriate) employ
relevant to the carrying out
of services and, or, delivery
of goods similar to those
required under this contract?
A9
Total number of employees
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Organisation Details
Question
Your Answer
employed by your
organisation. (Including
Directors, Partners,
Apprentices and Trainees).
A10
Length of time your business
has been operating.
A11
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
Consortia and Subcontracting.
a) Your organisation is bidding
to provide the requirement itself
A12
Yes
If you have answered “YES” please give
details.
b) Your organisation is bidding
in the role of Prime Contractor
and intends to use third parties
to provide some services
c) The potential Provider is a
consortium
If your answer is (b) or (c) please indicate in a separate annex (by
inserting the relevant company or organisation name) the composition
of the supply chain, indicating which member of the supply chain (which
may include the Potential Provider, solely, or with other providers) will
be responsible for the elements of the requirement.
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Contact Details – Contact details for enquiries relating to this process
A13
Name
A14
Address, including country and
postcode
A15
Phone
A16
Mobile
A17
Email
Questions below for completion by Non UK Business Only
A18
Registration with professional
body.
Is your business registered with
the appropriate trade or
professional register (s) in the
EU member state where it is
established (as set out in
Annexes IX A-C of Directive
2004/18/EC) under the
conditions laid down by that
member state?
A19
Is it a legal requirement in the
State where you are established
for you to be licensed or a
member of a relevant
organisation in order to provide
the requirement in this
procurement? If yes, please
provide details of what is
required and confirm that you
have complied with this.
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Part A – Form B – Grounds for mandatory
rejection
Important Notice:
In some circumstances we are required by law to exclude you from participating
further in a procurement. If you cannot answer ‘no’ to every question in this section it
is very unlikely that your application will be accepted, and you should contact us for
advice before completing this form.
Please state ‘Yes’ or ‘No’ to each question.
Has your organisation or any directors or
partner or any other person who has powers of
representation, decision or control been
convicted of any of the following offences?
Answer
(a) conspiracy within the meaning of section 1 of the
Criminal Law Act 1977 where that conspiracy relates
to participation in a criminal organisation as defined
in Article 2(1) of Council Joint Action 98/733/JHA (as
amended);
(b) corruption within the meaning of section 1 of the
Public Bodies Corrupt Practices Act 1889 or section 1
of the Prevention of Corruption Act 1906 (as
amended);
(c) the offence of bribery;
(d) fraud, where the offence relates to fraud affecting
the financial interests of the European Communities
as defined by Article 1 of the Convention relating to
the protection of the financial interests of the
European Union, within the meaning of:
(i) the offence of cheating the Revenue;
(ii) the offence of conspiracy to defraud;
(iii) fraud or theft within the meaning of the Theft Act
1968 and the Theft Act 1978;
(iv) fraudulent trading within the meaning of section
458 of the Companies Act 1985 or section 993 of the
Companies Act 2006;
(v) defrauding the Customs within the meaning of
the Customs and Excise Management Act 1979 and
the Value Added Tax Act 1994;
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(vi) an offence in connection with taxation in the
European Community within the meaning of section
71 of the Criminal Justice Act 1993; or
(vii) destroying, defacing or concealing documents or
procuring the extension of a valuable security within
the meaning of section 20 of the Theft Act 1968;
(e) money laundering within the meaning of the
Money Laundering Regulations 2003 or Money
Laundering Regulations 2007; or
(f) any other offence within the meaning of Article
45(1) of Directive 2004/18/EC as defined by the
national law of any relevant State.
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Part A – Form C – Grounds for
discretionary rejection
Important Notice
We are entitled to exclude you from consideration if any of the following apply but
may decide to allow you to proceed further.
If you answer Yes’ to any question in this section it is very unlikely that we will accept
your application, and you should contact us for advice before completing this form. In
the event that any of the following do apply, please set out (in a separate Annex) full
details of the relevant incident and any remedial action taken subsequently. We will
take into account the information you provide when considering whether you will be
able to continue with this procurement exercise.
Please state ‘Yes’ or ‘No’ to each question.
Is any of the following true of your organisation?
(a)
being an individual,
is bankrupt or has had a receiving order or administration order or
bankruptcy restrictions order made against him or has made any
composition or arrangement with or for the benefit of his creditors,
or has not made any conveyance or assignment for the benefit of
his creditors or appears unable to pay or to have no reasonable
prospect of being able to pay, a debt within the meaning of section
268 of the Insolvency Act 1986, or article 242 of the Insolvency
(Northern Ireland) Order 1989, or in Scotland has granted a trust
deed for creditors or become otherwise apparently insolvent, or is
the subject of a petition presented for sequestration of his estate,
or is the subject of any similar procedure under the law of any
other state;
(b)
being a partnership constituted under Scots law,
has granted a trust deed, or become otherwise apparently
insolvent, or is the subject of a petition presented for
sequestration of its estate; or
(c)
being a company or any other entity within the meaning
of section 255 of the Enterprise Act 2002
has passed a resolution, or is the subject of an order by the court
for the company’s winding up otherwise than for the purpose of
bona fide reconstruction or amalgamation, or had a receiver,
manager or administrator on behalf of a creditor appointed in
respect of the company’s business or any part thereof or is the
subject of similar procedures under the law of any other state?
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Has your organisation
(a) been convicted of a criminal offence relating to the conduct of
your business or profession;
(b) committed an act of grave misconduct in the course of your
business or profession;
(c) failed to fulfil obligations relating to the payment of social
security contributions under the law of any part of the United
Kingdom or of the relevant State in which you are established;
(d) failed to fulfil obligations relating to the payment of taxes
under the law of any part of the United Kingdom or of the relevant
State in which you are established;
e) been guilty of serious misrepresentation in providing any
information required of you under Regulation 23 of the Public
Contracts Regulations 2006; or
f) Has your organisation and/or any or your contractors had a
gangmasters licence refused or revoked for any reason in the
past.
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Part B – Financial
Economic and Financial Standing Regulation
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)?
£………… for year
ended --/--/--
B2
Please provide one of the following set out below:
£……… for year
ended --/--/----
A copy of your audited accounts for
the most recent two years.
A statement of your turnover,
profit and 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.
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Part C – Health and safety
This section allows us to assess your competency for health and safety. We have
provided some guidance to help you understand the requirements for each area. You
may also find it useful to refer to the Health and Safety Executive (HSE) website for
some guidance before completing this section. You can find this here:
http://www.hse.gov.uk/.
General health and safety questions
Question
1
Yes
No
Does your organisation have a
written Health and Safety Policy?
Note: if your organisation has less than 5 employees, the Forestry Commission
still requires you to have a written Health and Safety Policy.
2
3
Please provide details of the health and safety training you provide to
employees, relevant to this contract. If you do not provide any training, please
tell us why this is not necessary. From your answer we will decide whether the
training is appropriate or required for this contract.

Please provide details of how you manage health and safety at work.
Your responses should include:

basic statement on safety awareness;

organisational structure;

nominated advisor or consultant for health and safety;

use of supervisory visits;

processes you have to make sure staff are up to date on health and
safety requirements; and

details of how you monitor this.
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4
Please provide details of any Improvement or 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 you have learned and acted
on.
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Risk assessment
5
Please provide examples of the method statements you have applied in
previous contracts of a similar nature to this requirement, and explain how you
have linked these 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 and you have based these on your
risk assessments.
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Health and safety advice
6
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.
7
Please provide details of any safety organisations you belong to, for example
RoSPA, IOSH etc. This is for our information only.
Competence and qualifications
8
Do the employees, contractors and, or, sub-contractors who will deliver the
contract if successful hold the following qualifications or certification for the
following? Add or delete as appropriate.
First aid
SPA Safety Passport
Fork lift trucks
Add any other required qualifications or
certificates:
Yes
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9
Do the employees who will deliver the contract,
if successful, receive relevant update training?
10
Please provide details of the relevant update training that you provide to the
employees who will deliver the contract. From your answer we will evaluate
whether the level and frequency of training is appropriate.
Accident records and reporting
11
How does your organisation make sure you learn from incidents or accidents
and change your working practices as necessary? Please provide examples.
You must provide evidence that you have a process to record accidents.
12
How does your organisation ensure it reports under RIDDOR, where this is
required? Your response should demonstrate recognition of RIDDOR
reportable categories and timescales.
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Working with sub-contractors
13
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.
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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 (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)
Min £5m per claim
Public Liability
Min £5m per claim
Yes
No
Will secure
if successful
If you do not undertake to secure the stated levels of insurance, we will not
consider your submisson.
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Part E - Specific Questions
Question
Weight
%
E
Capability or Technical Ability
40%
E1a
Provide details of your experience and capability for contracts of this
type, its complexity and potential value. You must include relevant
similar examples of work on outdoor live music events, with particular
reference to any back to back events you have worked on. Where you
refer to work carried out on behalf of a particular organisation, include
this organisation as one of your referees.
20%
E1b
Provide details of the experience of the key personnel who will be
involved in delivering this contract – you should provide a brief outline
of their qualifications and experience in working on contracts of this
nature.
10%
E1c
Provide details of your Company’s sustainability policy and how this is
implemented within your company and at events of a similar nature.
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E
E2a
E2b
Question
Weight
%
Capacity
40%
Do you have, or are you in the process of bidding for, any other
significant contracts that could impact on your capacity to deliver the
requirements of this contract?
If yes, provide an outline of the measures you will use to make sure
that you can still deliver this contract on time and to specification.
Demonstrate that you have the capacity and resource to meet the
requirements of this contract, and that you will continue to do so
throughout the contract period.
20%
20%
Provide details of amount of equipment carried, amount of staff
available together with other measures you will take to ensure the
contract can be delivered to time and specification.
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Question
Weight
%
E
Quality
20%
E3a
Provide details of the processes you have to monitor, evaluate and
maintain quality of service and ensure timely and accurate delivery
of this contract.
20%
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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 requirement. 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. (The customer
contact should be prepared to speak to the purchasing organisation to
confirm the accuracy of the information provided below if we wish to contact
them).
Note that where possible referees should not be linked to the FC and that we
may contact your referees without telling you again.
F1
Reference 1
Organisation name:
Customer contact, name,
phone number and email
Contract Start date, contract
completion date and contract
value
Brief description of contract
(max 150 words) including
evidence as to your technical
capability in this market.
F1
Reference 2
Organisation name:
Customer contact, name,
phone number and email
Contract Start date, contract
completion date and contract
value
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Brief description of contract
(max 150 words) including
evidence as to your technical
capability in this market.
F1
Reference 3
Organisation name:
Customer contact, name,
phone number and email
Contract Start date, contract
completion date and contract
value
Brief description of contract
(max 150 words) including
evidence as to your technical
capability in this market.
If you cannot provide at least one
example, please briefly explain why
(100 words max)
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Part G – Declaration
Weighting: This is a Gateway Section (Pass/Fail)
I declare that to the best of my knowledge the answers submitted in this PQQ 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 PQQ if I have failed to answer all relevant questions fully, or if I
provide false or misleading information.
Name:
Date:
Signature:
Capacity or Title:
For and on behalf of:
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