Invitation to Quote (PCR 2015)

NAME OF COUNCIL: Gosport Borough Council
	
INVITATION TO QUOTE FOR: Consultancy Services – Gosport Tourism Development Strategy 
	
INVITATION TO QUOTE RETURN DATE AND TIME (DEADLINE): Noon, 15th October 2021	

1.  INTRODUCTION AND BACKGROUND  

1.1  Contents of the ITQ
This invitation to quote (ITQ) comprises:
 
•	Quote completion requirements, evaluation model, specification and schedules.

•	Details of service provision

1.2  Introduction to the Council
 
The Council is conducting the ITQ to consider quotes for the contract and is seeking responses in relation to the technical capacity, professional ability, and the economic and financial standing of Respondents.
 
This ITQ contains further information about the procurement process, the Services, and assessment questions for Respondents to complete. Each Respondent’s response (Quote) should be detailed enough to allow the Council to make an informed selection of the most appropriate solution.

1.3 The Opportunity

Gosport is a large urban Borough enjoying a peninsula location serving a population of over 84,000, located within the South Hampshire sub region, on the south coast of England. Portsmouth - historic home of the Royal Navy - is a five minute ferry ride across the scenic Portsmouth Harbour with London only a 90 minute train journey away.

Enjoying a prime waterfront location, significant natural assets, 3 marinas (hosting up to 2,500 leisure craft), plus a large stock of vacant heritage buildings, Gosport has a strong platform for tourism development as part of wider efforts to secure economic ‘re-invention and repositioning’.
Impending property disposals by the MOD will further increase Gosport’s stock of accessible heritage buildings, allow greater sustainable exploitation of the area’s natural capital, and increase opportunities for water and land-based activities as part of future tourism development.

Gosport was named in 2019 by Historic England as one of 68 towns in England as a High Street Heritage Action Zone (HSHAZ) and is working with a number of strategic partners to regenerate its High Street and Stoke Road Conservation areas, seeking to stimulate new community, social, leisure and residential usages for former retail premises and voids above, to invigorate the Town and better capitalise upon its extensive waterfront access. 
An associated three year HSHAZ cultural programme will commence in Spring 2021, comprising locally generated performance arts and cultural activity, plus providing access to national commissions funded by the Arts Council and the National Lottery Heritage Fund. Forthcoming redevelopment of the Gosport Museum and Art Gallery will provide improved facilities for increased street-animation and arts development from the Summer of 2022. 
A new ten year Gosport Cultural Development Strategy is currently being developed under the auspices of the Gosport Cultural Compact, looking to substantially increase arts & cultural output and helping develop new messaging regarding the area.
Much of the groundwork is therefore already in place with the Local Authority – with potential access to substantial Government and partner investment - well positioned to play its role in delivery, reshaping external perceptions of Gosport and driving a long term programme of placemaking activity to position Gosport as a ‘Heritage Waterfront Centre’.  

1.4  Scope of the Project
 
Gosport Borough Council (the Council) wishes to engage the services of a Consultant in order to develop a 10 year Tourism Development Strategy, able to provide a route map towards developing strong place leadership, product development and the identification of investment proposals evaluating and promoting opportunities for future tourism development. 
The Council wishes to procure the services of a Consultant to:
•	Develop proposals for the future strategic leadership for the tourism sector locally, to provide strategic input and advice for the Council inputting into the ongoing Strategy development.
•	Plan, co-ordinate, script and facilitate a series of communications and consultation events, generating a strong audience of local key tourism stakeholders from a variety of backgrounds.

•	Consult with local, sub-regional and regional Stakeholders to identify the short, medium and long term priorities and opportunities for tourism development in Gosport

•	Establish a series of future tourism investment opportunities designed to boost the Gosport sector over a ten year period, including 3 priority investment projects to be taken forward to outline business plan stage and capable of competing for short term public and/or private investment

•	Produce an ‘Investment Prospectus’ for Gosport tourism development, outlining investment priorities aligned to the future delivery of the Tourism Development Strategy 
•	Provide strategic input and leadership into the creation of a robust three year marketing plan helping identify national, regional and sub-regional resources required to support medium term sector recovery locally
•	Engage with the established Place Board to understand its role and that of its core partners in aligning future joint promotional activities via the evolving ‘Place Plan‘
•	Identify future tourism marketing and general communication priorities as part of a ‘Tourism Place Plan‘ that will align with those of the Place Board and other strategic partners.

1.5  Value of the contract
  
Respondents must provide evidence of the actual work involved, the named individuals who will carry out the work and respective consultant time/costs when submitting their quote, They should not be interpreted as an undertaking to purchase any goods or services to any particular value and do not form part of the Contract. 

1.6  Contract term
 
The Council proposes to enter into a Contract for a maximum period of 6 months with the successful Respondent
 
The anticipated service commencement date is 15th November 2021

Insurance Requirements:	Professional Indemnity:            £1 million (for the life of the contract)
Public Liability:	              £1 million	

1.7  Purpose and scope of this ITQ
 
This ITQ:
 
•	Asks Respondents to submit their Quotes in accordance with the instructions set out in the remainder of this ITQ.
•	Sets out the overall timetable and process for the procurement to Respondents.
•	Provides Respondents with sufficient information to enable them to submit a compliant Quote (including providing templates where relevant).
•	Explains the administrative arrangements for the receipt of Quotes 

1.8  Clarifications about the Services or ITQ
 
Any clarifications relating to this ITQ must be submitted for audit purposes via the Council’s procurement portal (Proactis) to the procuring officer Andrew Sugden. The Council will respond to all reasonable clarifications as soon as possible in writing or via e-mail via the portal. 

The Council reserves the right not to respond to any clarification sought by any other means of direct or indirect communication

If a Respondent wishes the Council to treat a clarification as confidential and not issue the response to all Respondents, it must state this when submitting the clarification. If, in the opinion of the Council, the clarification is not confidential, the Council will inform the Respondent and it will have an opportunity to withdraw it. If the clarification is not withdrawn, the response will be issued to all Respondents.
 
The deadline for receipt of clarifications relating to the Services or this ITQ is set out at 2.1 below. 
 
Respondents are advised not to rely on communications from the Council in respect of the Services or ITQ unless they are made in accordance with these instructions.

1.9  Clarifications about the contents of the Quote
 
The Council reserves the right (but is not obliged) to seek clarification of any aspect of a Respondent’s quote during the evaluation phase where necessary for the purposes of carrying out a fair evaluation. Respondents are asked to respond to such requests promptly. Vague or ambiguous answers are likely to score poorly or render the Quote non-compliant.

2. TIMETABLE  

2.1  Key dates
This procurement will follow a clear, structured and transparent process to ensure a fair and level playing field is maintained at all times, and that all Respondents are treated equally.
 
The key dates for this procurement (Timetable) are currently anticipated to be as follows:
 
Event
	Date
	
Issue Invitation to Quote	9th September 2021	
Deadline for receipt of clarifications	16th September 2021	
Deadline for receipt of Quotes	Noon, 15th October 2021	
Evaluation of Quotes	20th October 2021	
Presentations by Contractors	3rd November 2021 (provisional tbc)	
Notification of contract award decision	5th November 2021	
Confirm contract award	8th November 2021	
Target service commencement date	15th November 2021 (provisional tbc)	
 
Any changes to the procurement Timetable shall be notified to all Respondents as soon as practicable via the portal.

2.2  Deadline for receipt of Quotes
 
Responses to this ITQ must arrive at the address and in the manner prescribed under Paragraph 3.1 no later than the Deadline, noon, 15th October 2021.
 
Any Quote received after the Deadline shall not be opened or considered. The Council may, however, in its own absolute discretion extend the Deadline and in such circumstances the Council will notify all Respondents of any change.

2.3  References 
    
Respondents are requested to supply 2 references in order for your Quote to qualify for consideration. A reference form is attached at Schedule 4 which respondents must complete the first section prior to passing it to the referee, with the referee returning it direct to the Council. 

Failure to supply two references will disqualify any Quote

References will also be used to verify the technical proposals put forward in the Quote and be used as part of the evaluation of your Quality score overall.

2.4  Presentations 
 
Respondents may be invited to deliver a presentation to representatives of the Council in support of their Quotes, as set out in the Timetable. You should keep this date free in case you are asked to attend.
The names and positions of those attending from the Council will be notified to all Respondents in advance of the presentation. 
2.5  Contract award 
  
The Council may award Contract(s) on the basis of a Quote submitted in accordance with the instructions below. 
Contract award is subject to the formal approval process of the Council. Until all necessary approvals are obtained no Contract will be entered into. 
  
Once the Council has reached a decision in respect of a contract award, it will notify all bidders of that decision via the portal and before entering into any Contract(s). 
2.6  Debrief 
  
The contract award notification will be sent to each Respondent. The Council will inform all unsuccessful Respondents of the identity and relative advantages and characteristics of the successful Quote as compared with the addressee’s Quote. 

 3.  QUOTE COMPLETION INFORMATION  

3.1  Formalities
All documents comprising the Quote must be submitted through the portal and will remain sealed until the deadline has passed.  
 
The following requirements must be adhered to when submitting Quotes:
 
•	A detailed timeline and milestones for the completion of the work must be included
•	A table of named Consultants, their individual time on the project, personal day rate and overall cost must be provided
•	Any additional pre-existing material which is necessary to support the Quote should be included as schedules with cross-references to this material in the main body of the Quote. Cross-references to this ITQ should also be included in the Quote whenever this is relevant.
•	Where documents are embedded within other documents, Respondents must upload separate copies of the embedded documents.
•	The Quote must be in English and drafted in accordance with the drafting guidance set out in this ITQ.
•	A table of contents must be provided.
•	The Quote must be fully cross-referenced.
•	A list of supporting material must be supplied.
The Quote must be clear, concise and complete. The Council reserves the right to mark a Respondent down or exclude them from the procurement if its Quote contains any ambiguities, caveats or lacks clarity. Respondents should submit only such information as is necessary to respond effectively to this ITQ. Quotes will be evaluated on the basis of information submitted by the Deadline.
The Respondent must download, complete and include a duly executed Form of Quote (Schedule 3)
Where the Respondent is a company, the Quote must be signed by a duly authorised representative of that company. 

Where the Respondent is a consortium, the Quote must be signed by the lead authorised representative of the consortium, which organisation shall be responsible for the performance of the Contract. In the case of a partnership, all the partners should sign or, alternatively, one only may sign, in which case he must have and should state that he has Council to sign on behalf of the other partner(s). The names of all the partners should be given in full together with the trading name of the partnership. In the case of a sole trader, s/he should sign and give his/her name in full together with the name under which s/he is trading. 

3.2  Executive Summary

Each Respondent must also provide an executive summary of its Quote. Each Respondent must include in its executive summary:
 
•	An outline of the way in which the Council’s requirements are to be met by its proposal.
•	A summary of all the services offered by the Respondent in response to the ITQ.
•	Proposed timeline, clearly indicating the Respondents approach towards minimising the effect of their work on the electoral period
•	An overview of the Respondent’s overall costs and proposals in relation to pricing.
•	A clear statement of its commitment to meet the Council’s requirements and the pricing, payment and performance model.
•	Confirmation that the Quote(s) will remain open for a period of 90 days.
If changes subsequently occur in relation to the statements set out in the executive summary, the applicable Respondent must promptly notify the Council of them. The Council reserves the right to disqualify any Respondent that fails to duly notify the Council. 

3.3  Submission of Quotes
 
Each Respondent must submit a quote meeting the Council’s minimum requirements, operating as a standalone bid and not be dependent on any other bid or any other factors external to the Quote itself. 

That is, the Quote must be capable of being accepted by the Council in its own right.

 3.4  Warnings and disclaimers
 
While the information contained in this ITQ is believed to be correct at the time of issue, neither the Council, its advisors, nor any other awarding authorities will accept any liability for its accuracy, adequacy or completeness, nor will any express or implied warranty be given. This exclusion extends to liability in relation to any statement, opinion or conclusion contained in or any omission from, this ITQ (including its appendices) and in respect of any other written or oral communication transmitted (or otherwise made available) to any Respondents. This exclusion does not extend to any fraudulent misrepresentation made by or on behalf of the Council.
 
If a Respondent proposes to enter into a Contract with the Council, it must rely on its own enquiries and on the terms and conditions set out in the Contract(s) (as and when finally executed), subject to the limitations and restrictions specified in it.
 
Neither the issue of this ITQ, nor any of the information presented in it, should be regarded as a commitment or representation on the part of the Council (or any other person) to enter into a contractual arrangement.

3.5  Confidentiality and Freedom of Information
 
This ITQ is made available on condition that its contents (including the fact that the Respondent has received this ITQ) is kept confidential by the Respondent and is not copied, reproduced, distributed or passed to any other person at any time, except for the purpose of enabling the Respondent to submit a Quote.
 
As a public body, the Council is subject to the provisions of the Freedom of Information Act 2000 (FOIA) in respect of information it holds (including third-party information). Any member of the public or other interested party may make a request for information.
 
Respondents should be aware that, in compliance with its transparency obligations, the Council routinely publishes details of its contract(s), including the contract values and the identities of its suppliers on its website without consulting the provider of that information.
 
The Council shall treat all Respondents’ responses as confidential during the procurement process. Requests for information received following the procurement process shall be considered on a case-by-case basis, applying the principles of FOIA, which permits certain information to be withheld, for example where disclosure would be prejudicial to a party’s commercial interests, and in accordance with the Council’s transparency obligations.

Therefore, Respondents are responsible for ensuring that any confidential or commercially sensitive information, the disclosure of which would be likely to diminish the Respondents competitive edge, has been clearly identified to the Council in the template provided at Schedule 3. 
 
 3.6  Publicity
 
No publicity regarding the Services or the award of any Contract will be permitted unless and until the Council has given express written consent to the relevant communication. For example, no statements may be made to the media regarding the nature of any Quote, its contents or any proposals relating to it without the prior written consent of the Council.

3.7  Respondent conduct and conflicts of interest
 
Any attempt by Respondents or their advisors to influence the contract award process in any way may result in the Respondent being disqualified. Specifically, Respondents shall not directly or indirectly at any time:
 
•	Devise or amend the content of their Quote in accordance with any agreement or arrangement with any other person, other than in good faith with a person who is a proposed partner, supplier, or provider of finance.
•	Enter into any agreement or arrangement with any other person as to the form or content of any other Quote, or offer to pay any sum of money or valuable consideration to any person to effect changes to the form or content of any other Quote.
•	Enter into any agreement or arrangement with any other person that has the effect of prohibiting or excluding that person from submitting a Quote.
•	Canvass the Council or any employees or agents of the Council in relation to this procurement.
•	Attempt to obtain information from any of the employees or agents of the Council or their advisors concerning another Respondent or Quote.
Respondents are responsible for ensuring that no conflicts of interest exist between the Respondent and its advisers, and the Council and its advisors. Any Respondent who fails to comply with this requirement may be disqualified from the procurement at the discretion of the Council.

3.8  Council’s rights
 
The Council reserves the right to:
 
•	Waive or change the requirements of this ITQ from time to time without prior (or any) notice being given by the Council.
•	Seek clarification or documents in respect of a Respondent’s submission.
•	Disqualify any Respondent that does not submit a compliant Quote in accordance with the instructions in this ITQ.
•	Disqualify any Respondent that is guilty of serious misrepresentation in relation to its Quote, expression of interest, or the Invitation to Quote process.
•	Withdraw this ITQ at any time, or to re-invite Quotations on the same or any alternative basis.
•	Choose not to award any Contract as a result of the current procurement process.
Make whatever changes it sees fit to the Timetable, structure or content of the procurement process, depending on approvals processes or for any other reason
3.9  Bid costs
 
The Council will not be liable for any bid costs, expenditure, work or effort incurred by a Respondent in proceeding with or participating in this procurement, including if the procurement process is terminated or amended by the Council.

4.  QUOTE EVALUATION MODEL   
 
4.1  Award Criteria and Evaluation Criteria 
Any Contract(s) awarded as a result of this procurement will be awarded on the basis of the offer that is the most economically advantageous to the Council. The Award Criteria are: 
•	75% technical or quality. 
•	25% cost. 
Scores are arrived at following the application of the Evaluation Criteria (Evaluation Criteria) set out below to the Respondent’s Quote. 
  
Respondents are required to submit a Quote strictly in accordance with the requirements set out in this ITQ, to ensure the Council has the correct information to make the evaluation. Evasive, unclear or hedged Quotes may be discounted in evaluation and may, at the Council’s discretion, be taken as a rejection by the Respondent of the terms set out in this ITQ. 

The Quote Evaluation Model showing the Evaluation Criteria and the maximum scores attributable to them is set out below.  
Criteria 	Weighting 	
1 Methodology: 
 
Quotes will be evaluated in accordance with the scoring model set out at Section 4 of the ITQ as to the proposed method for delivery of the Contract in accordance with this ITQ including: 
 
•	Overall approach proposed for delivering the Contract including methods of working 
•	Proposed method for carrying out consultation and communications 
•	Proposed arrangements for managing political and working relationships in providing the Contract
•	Proposed method for monitoring of performance and quality assurance 
	
75%
 	
Information required from Respondents: 	
 
(a) 

(b) 

 
(c) 

(d)

Details of how you intend to satisfy the council’s requirements in accordance with the Contract, including: 

Project team organisational structure, indicating lines of communication and a summary of the way in which you propose to ensure a sound working relationship throughout your team (20%)

Details of how you will deliver the consultation phases of the project including communications, resident feedback and reporting (45%)

Details of how you propose to manage and monitor performance and quality throughout the project including any proposed KPIs. (5%) 

Two references clearly highlighting capacity to deliver the project (5%)	
Criteria 	Weighting 	
3 	Quote Sum 
 
All prices shall be stated in pounds sterling and exclusive of VAT 
 
Quote sum will be evaluated by the application of the formula in Section 4 of the ITQ 	

25% 	
Information required from Respondents: 		
(a) 

(b) 	Completed Form of Quote 

Detailed pricing schedule  		

4.2	  Information Required

4.2.1	       Equality and Diversity

4.2.1.1    The Council is Committed to: 
Providing its services in a way that promotes equality of opportunity at every possibility.  It is expected that the successful Respondent will be equally committed to equality and diversity in its employment practices and service provision, and will ensure compliance with all anti-discrimination legislation.

4.2.1.2	Expectation of the Respondent:
Respondents should note that the successful Respondent will be asked to contract with the Council to ensure that they adhere to these obligations.  The Council will, if appropriate, monitor the successful Respondents compliance throughout the Contract Period.

4.2.1.3	Compliance with Equality Legislation:
The Council requires service providers to demonstrate that they comply with equality in employment legislation.  The levels of compliance become more demanding depending on the number of employees employed by the organisation.  Organisations employing less than 5 employees face minimum requirements, whilst organisations employing 50 or more employees need to meet more comprehensive criteria.  During the Contract Period the Council may work with contractors, who at present do not fully comply, to help them put in place policies and practices to do so.

LEVEL 1 (LESS THAN 5 EMPLOYEES)
Organisations with fewer than 5 directly employed persons will be expected to meet the appropriate level of compliance for the delivery of the Contract.  Should recruitment increase the size of the organisation to 5 or more employees the organisation will be expected to meet the appropriate level of compliance.

LEVEL 2 (5 TO 49 EMPLOYEES)
All organisations with between 5 and 49 employees must achieve criteria 1 – 4 listed below.
1.	All organisations must have an equality policy in respect of race, gender, disability, age, sexual orientation and religion/belief that covers at least: 
(a)	recruitment, selection, training, promotion, discipline, grievance and dismissal.
(b)	discrimination, harassment, and victimisation, making it clear that these are disciplinary offences within the firm.
(c)	identification of the senior position with responsibility for the policy and its effective implementation.
(d)	how you communicate the policy to your employees.
2.	Effective implementation of the policy in the organisation’s recruitment practices, to include open recruitment methods such as the use of job centres, careers service or press advertisements.
3.	The policy should either be reviewed to reflect changes in legislation or within a three-year period whichever occurs first.
4.	To monitor the gender, disability and ethnicity of job applicants.  We would also encourage organisations to monitor in respect of age, sexual orientation and religion/belief.

LEVEL 3 (50 OR MORE EMPLOYEES)
All organisations with 50 or more employees must achieve criteria 1-4 in level 2 and the additional criteria 5-10 listed below:
5.	Provide written instructions to managers and supervisors on equality in recruitment, selection, training, promotion, discipline, grievance and dismissal of employees.
6.	Provide equality training for managers and any employees responsible for recruitment and selection.
7.	In addition to criterion 4 (Level 2) carry out monitoring on the number of employees from different gender, disability and ethnic groups by grade when:
(a)	in post
(b)	applying for posts
(c)	taking up training and development opportunities
(d)	promoted
(e)	transferred
(f)	disciplined and dismissed
(g)	a grievance is raised
(h)	leaving employment
The Council would also encourage organisations to monitor in respect of age, sexual orientation and religion/belief.
8.	If the above monitoring reveals inequalities, organisations will be expected to take steps to address imbalances.
9.	In respect of 7 and 8 above, annual monitoring and reporting is required regarding equality issues within the workforce.
10.	Organisation’s recruitment advertisements and publicity literature should state that equal opportunities practices are in place.

5.  Evaluation process 
  
Technical or quality evaluation 
  
The technical evaluation will be scored in accordance with the table below.
SCORING MODELS 
 
Methodology & Innovations 
The answers provided for methodology and innovation will be awarded a score out of 20, as per the scoring model below. This score will have the weighting applied using the formula: allocated score/20 x weighting = aggregated score. (see example below). 
Assessment 	Allocated Score 	
Very Poor – [completely fails to demonstrate that it will meet the criteria] 	0 	
Poor – [some, but very limited evidence of that it will meet the criteria] 	1-5 	
Satisfactory – [provides evidence that it will meet the criteria sufficiently] 	6-10 	
Good – [shows attributes in a number of areas that are in excess of the criteria] 	11-15 	
Very good – [in excess of the criteria in all areas] 	16-20 	
 
Scoring Model for Quote Sum 
All Prices shall be stated in pounds sterling and exclusive of VAT. 
 
The following formula will be applied: lowest price/bidder’s price x 25= score 
 
7.3 Worked example  
 
Bidder A - £20,000 
Bidder B - £25,000 
Bidder C - £24,000 
Bidder D - £23,000 

The Quote sum would be 
 
Bidder A – 25/25 
Bidder B – .20/25  
Bidder C – 20/24 
Bidder D – 23/24  
 
Question 	Score/20 	Weighting 	Aggregated Score 	
Methodology a. 	15 	12 	9 	
Methodology b. 	12 	12 	7.2 	
Methodology c. 	17 	6 	5.1 	
Health and Safety a. 	14 	15 	10.5 	
Health and Safety b. 	10 	10 	5 	
Health and Safety c. 	12 	5 	3 	
		TOTAL 	 	39.8% 	
 
Totals 				
Methodology & Health and Safety 			39.8 	
Quote Price 			40 	
		TOTAL QUOTE SCORE 	79.8 	
 
Note: Failure to demonstrate the criteria in 4 (Equality and Diversity), or, 5 (Data Protection, or, 6 (Freedom of Information and Environmental Information) will result in the Quote being rejected 

SCHEDULE 1

SPECIFICATION

The Council wishes to procure the services of a Consultant to:
•	Develop proposals for the future strategic leadership for the tourism sector locally, to provide strategic input and advice for the Council inputting into the ongoing Strategy development.
•	Plan, co-ordinate, script and facilitate a series of communications and consultation events, generating a strong audience of local key tourism stakeholders from a variety of backgrounds.

•	Consult with local, sub-regional and regional Stakeholders to identify the short, medium and long term priorities and opportunities for tourism development in Gosport

•	Establish a series of future tourism investment opportunities designed to boost the Gosport sector over a ten year period, including 3 priority investment projects to be taken forward to outline business plan stage and capable of competing for short term public and/or private investment

•	Produce an ‘Investment Prospectus’ for Gosport tourism development, outlining investment priorities aligned to the future delivery of the Tourism Development Strategy 
•	Provide strategic input and leadership into the creation of a robust three year marketing plan helping identify national, regional and sub-regional resources required to support medium term sector recovery locally
•	Engage with the established Place Board to understand its role and that of its core partners in aligning future joint promotional activities via the evolving ‘Place Plan‘
•	Identify future tourism marketing and general communication priorities as part of a ‘Tourism Place Plan‘ that will align with those of the Place Board and other strategic partners.

SCHEDULE 2

COMMERCIALLY SENSITIVE INFORMATION.

Commercially sensitive information
 
I declare that I wish the following information to be designated as commercially sensitive 
 
N/A	

The reason(s) it is considered that this information should be exempt under FOIA is:

	

The period of time for which it is considered this information should be exempt is [until award of Contract OR during the period of the contract OR for a period of [NUMBER] years until [MONTH], [YEAR]].

	

SIGNATURE:
	___________
	
NAME (PRINT):
	____ _____________________________________
	
POSITION:
	____ ____________________________________
	
COMPANY:
	____ ________________________
	
DATE:
	_________________________________________

SCHEDULE 3

FORM OF QUOTE

Respondents are to complete and include the attached Form of Quote to their completed Quote submission.

FORM OF QUOTE
UNCONDITIONAL AND IRREVOCABLE OFFER TO GOSPORT BOROUGH COUNCIL
Re: Invitation to Quote dated 9th September 2021 for 
Consultancy Services – Gosport Tourism Development Strategy
Gosport Borough Council 
Town Hall
Gosport
Hampshire
PO12 1EB

Having carefully examined and considered the Invitation to Quote including without limitation the Instructions to Respondents, Form of Quote, Contract Documents and Employers requirements for the Purchase of Christmas Lights and Ancillary services included in the Invitation to Quote and in consideration of you considering this Quote:

1.	We offer to supply and carry out the ancillary services specified and to complete the contract in accordance with the Contract Documents and our Quote; we offer to execute and complete in accordance with the conditions of contract described for the sum of:

£…… (…….) plus VAT
2.	We confirm we are able to carry out the works specified.

3.	We agree that if errors in pricing or arithmetic are discovered in the Schedules etc. before this offer is accepted they will be dealt with in accordance with Alternative 1 (or 2) under Section 6 of the NJCC Code of Procedure for Single Stage selective Tendering. This Quote remains open for consideration for 6 weeks from the date fixed for submitting Quotes

4.	We confirm that this offer is made in good faith and that the we have not fixed or adjusted the amount of the Quote by or in accordance with any agreement or arrangement with any other person. We certify that we have not and will not:

a)	communicate to any person other than the person inviting these offers the amount or approximate amount of the offer, except where the disclosure, in confidence, of the amount or approximate amount of the offer was necessary to obtain professional advice and/or quotations required for the preparation of the offer or for insurance purposes; and

b)	enter into any arrangement or agreement with any other person that the other person shall refrain from making an offer or as to the amount of any offer to be submitted.

5.	We understand that the paragraph below will be a term of the contract:

	“The Council may terminate this contract and recover all its loss if the Contractor, its employees or anyone action on the Contractor’s behalf do or collude in any of the following things:
    	(a)  offer, give or agree to give to anyone any inducement or reward in respect of this or any Council contract (even if the Contractor does not know what has been done), or
		(b)  commit an offence under the Prevention of Corruption Acts 1889 to 1916 or Section 117(2) Local Government Act 1972, or
(c)  commit any fraud in connection with this or any other Council contract, whether alone or in conjunction with the Council members, contractors or employees.
		Any clause limiting the Contractor’s liability shall not apply to this clause.”
6.	We agree that in delivering the services under the Contract we shall at all times assist and co-operate with the Council in the compliance of its corporate requirements and statutory obligations namely: equality and diversity; and the processing of information pursuant to The Freedom of Information Act 2005, Environmental Information Regulations 2004, and Data Protection Act 1998. 

7.	We confirm that if our Quote is accepted we will, upon demand:

a)	produce evidence that all relevant insurances and compliance certificates with relevant legislation and policy are held and in force; and

b)	sign the Contract / formal documentation if required.

8.	We acknowledge that given the tight timescales for gaining planning permission we will be required to enter into a design licence as set out in the ITQ.

9.	We confirm that the prices and charges offered are firm for the period of the Contract.

10.	We agree that this Quote shall constitute an irrevocable, unconditional offer which may not be withdrawn for a period of 90 days from this date.

11.	Unless and until a formal Contract is prepared and executed this Quote, together with your written acceptance thereof, shall constitute a binding contract between us.

We understand the Council is not required to accept any Quote it receives.

Authorised Signatory:  ……      Date:  

Name: … ………………………………………….   (Capitals)

Position in Firm or Company: …… ………………………...

Authorised Signatory:  ………………………       Date:  ……………………………

Name: ………………………………………………………………….   (Capitals)

Position in Firm or Company:…………………………………………………………
Name and Address of Firm or Company:
…………………………………………………………………………………………...
…………………………………………………………………………………………...

SCHEDULE 4
CONSULTANCY SERVICES – GOSPORT TOURISM DEVELOPMENT STRATEGY
REFERENCE QUESTIONNAIRE
PLEASE RETURN YOUR RESPONSE BY: 14th October 2021
Email: purchasingandprocurement@gosport.gov.uk
Thank you for taking the time to complete and return this questionnaire. 
Please be aware that if we do not receive a returned questionnaire this may result in 0 points being awarded for the bidder's reference which is a requirement for this procurement project. 
If you require an extension of time to complete the questionnaire please inform the Supplier seeking the reference and the Council using the email address above.  
SECTION 1 - CONTRACT OVERVIEW
To be completed by supplier expressing interest in the Authority's tender before forwarding the questionnaire to the Client referee
1.	Name of Tenderer 

2.	Title of Project

3.	Client 
Company name		
Name of contact		
Position in organisation		
Company address		
Email		
Telephone number		

4.	Location 
Site name		
Address		
City		

5.	Contract Dates - Start and end dates e.g. May 2017 – May 2018

Contractor	Start Date	End Date	

6.	Contract Value - eg. £ X Thousands  
Contractor	Value	

7.	Contractors Team -  Provide details of your key delivery team, providing for each member:
Name		
Position		
Contract Responsibilities / Services		

Name		
Position		
Contract Responsibilities / Services		

Name		
Position		
Contract Responsibilities / Services		

8.	Description of the Project 
•	Provide a general overview of the project

	

SECTION 2 - REFERENCE QUESTIONNAIRE
To be completed by the Client referee and forwarded directly to the Council via the email address stated
Client Referee Details
Contract/Project Name		
Company Name		
Name of Referee		
Position in Company		
Telephone Number		
Email		

Representation of Services	Yes	No	
Please confirm that the description of the project, dates and values provided in the Contract Overview is an accurate representation of the services and works undertaken for your organisation in respect of the discreet package of services and works covered under the contract stated.			
Please provide any further comments as required (expand box as needed):

Please rate the service performance of the bidder in each of the areas set out in the table below. Tick (or type Y) in the relevant box for the performance areas set out below using the following criteria:
Judgement	Performance	
Excellent	The bidder exceeded the service levels expected.	
Good	The bidder met the service levels expected to a high standard. 	
Satisfactory	Overall the bidder met the service levels expected.	
Unsatisfactory	The bidder failed to meet expected service levels to the extent that terms of the contract / specification / offer were breached in full or in part 	
NA	Not applicable to the contract / project delivered	

Performance
Element	Excellent	Good	Satisfactory	Unsatisfactory	Extremely Unsatisfactory	NA	
1.	Delivery to agreed cost 							
2.	DDelivery to agreed target dates							
3.	QQuality of Work 							
4.	MManagement of staff/sub-contractors 							
5.	IInteraction with Customers/residents/stakeholders							
6.	LLevel of added value (if any) brought to the contract.							
7.	MManagement of Contract-invoicing and any statistical returns							

Please provide any comments you may have regarding the performance of the Contractor below (expand box as needed) that support any ratings you have provided above or that relate to any additional elements not listed above.

	END OF DOCUMENT