Where there is a possibility of the contractors being in contact with vulnerable persons then Chichester District Council are required to undertake a Criminal Records Bureau (CRB) check (unless an existing CRB clearance certificate exists). Any existing valid certificate must be no older than three years old and the original certificate needs to be authenticated and copied by an authorised member of the Personnel Staff at Chichester District Council. The council retains the discretion to make this period shorter than three years in exceptional circumstances.
Chichester District Council acknowledges the value of a diverse and competitive supply market. In its procurement , the council will encourage the potential of the local business community that employ local labour and that maintain our employment levels. We note that the council is constrained by both national and European rules in how it procures. However local businesses will be encouraged to develop and build their capacity and potential to enable them to submit competitive tenders.
In its purchasing and procurement Chichester District Council will look to minimise the effect that purchasing and procurement has on the environment.
Details may be asked about action taken by the company to:
The council is committed to equal opportunities for all, regardless of race, colour, religion, ethnicity, gender, family status, sexual orientation, disability or age.
The council will promote equalities in the procurement of goods, works and services. The council will offer equal opportunities in contract selection to businesses owned by all members of the business community.
Contractors will be asked if they comply with the Sex Discrimination Act 1975, the Equal Pay Act 1970, the Disability Discrimination Act 1995, the Race Relations Act 1976, the Race Relations Amendment Act 2000 and any related Codes of Practice. In appropriate cases tenderer s will also be asked whether they have been subject of any investigation or finding by a court or tribunal concerning breach of any of the aforementioned requirements. Contractors will also be asked if they have a policy on equal opportunities
Contractors will be requested to supply, at least, the last three years of audited accounts available. This must be a full set of accounts which includes a Profit & Loss statement, the Balance Sheet and all notes to accompany the accounts. The accounts should also include the auditor's report and the directors' report if applicable.
Chichester District Council will also look to build the 'green' capacity of partner organisations, the business sector, our contractors and other such agencies through promoting environmental management practices and supporting training programmes for local businesses in environmental best practice.
All organisations are required to comply with the duties imposed upon them by the Health & Safety at Work etc. Act 1974 and subordinate legislation, the risk assessment requirement of the Management of Health & Safety at Work Regulations 1999 and the Occupiers Liability Acts.
Chichester District Council is a member of the Contractor Health and Safety Assessment Scheme (CHAS) which is a national system for pre contract checks. Assessments are standardised and undertaken by competent assessors from the member organisations.
If your company has not been assessed by the CHAS scheme within the last 18 months, an evaluation questionnaire will need to be completed. You can download the application form from the links below and this must be returned with the rest of the supporting documentation either to the address given when you have completed the electronic form or to the Chichester District Council, East Pallant House.
Further information regarding CHAS can be found on the CHAS website.
The council's Contract Manager must be supplied with copies of the necessary documents to prove that the contractors have the necessary insurance cover, including public liability, employers liability and where appropriate professional indemnity. A contractor should normally have a minimum of £5,000,000 of public liability cover.
The Contractor will also require , in most cases , a Permit to Work Form . These are for contractors working on Chichester District Council sites (East Pallant House , Westgate Leisure Centre etc)where activities could present significant risks to staff, the public, property or systems. The PTW is used to manage day to day work on or in the property and to ensure one contractors activities will not affect another.
A technical assessment will be undertaken to assess the performance, experience and ability of the contractor in providing the works, goods and services.
Return the tender by the closing date and time specified. Late tenders will not be considered (even if there is evidence of posting the tender by first class mail prior to the latest date)
Respond to any requests for further information by the specified date. · Enclose the tender in a plain sealed envelope entitled "Tender" - followed by the subject to which it relates.
Do not mark the tender envelope with any other mark or name which may identify the tenderer.
No tender will be considered if the plain sealed envelope in which it is enclosed is, in turn , enclosed within a second envelope or package which carries a name or mark which identifies the tenderer
All procedures relating to the purchasing of goods and services are established in the council's Contract Standing Orders
For purchases up to £25,000 managers are encouraged to use corporate contracts where these exist otherwise they must obtain three written quotations
For purchases between £25,000 and £50,000 managers are encouraged to use corporate contracts or Public Sector Framework Agreements where these exist otherwise tenders will be invited from at least three contractors
For purchases in excess of £50,000 tenders will be invited from at least six contractors
For purchases in excess of the EU Procurement Directives thresholds (approximately £174,000 for goods and services contracts and £4.3m for works contracts) tenders will be invited in accordance with the EU Procurement Directives Open, Restricted, or Negotiated Procedures. These requirements must be advertised in the Official Journal of the European Union (OJEU) and on the council's web site