Poplar Housing and Regeneration Community
                         Association Limited
                          Cleaning Services
                    Pre-qualification questionnaire
                        TO BE RETURNED NO LATER THAN
                         12 NOON ON 04 May 2022
                                   TO
                     Ms Ana Mae Contreras Ramirez via URL below: 
         https://www.poplarharca.co.uk/get-involved/community-centres/cleaning-tender/
            In order to be a completed submission the declaration at the end of this
                           document must be signed 
          10626087-1
                 PART 1: INFORMATION ABOUT THE PROCUREMENT
                1.    INTRODUCTION
                      Poplar Housing and Regeneration Community Association Limited (“Contracting
                      Authority”) wishes to engage a contractor (“the Supplier”) to provide cleaning
                      services (“the Services”) at various sites as specified in the Contract Documents (“the
                      Site”)].
                      This is a procurement using the restricted procedure under Regulation 28 of the Public
                      Contracts Regulations 2015 (“PCR 2015”) relating to the Find a Tender Service (“FTS”)
                      notice [225104] dated [22 March 2022] (“the FTS notice”).
                      These   instructions   accompany   the   Selection   Questionnaire   (“PQQ”)   for   this
                      procurement.
                      In PQQ the organisation completing the questionnaire and wishing to be selected to be
                      invited to tender for the contract for the Services (“the Contract”) is called “the
                      Organisation”.
                      The Contracting Authority seeks to procure an excellent quality cleaning service for its
                      premises.
                2.    ABOUT THE SELECTION QUESTIONNAIRE AND THESE INSTRUCTIONS
                      For this procurement Contracting Authority is using the form of selection questionnaire
                      mandated by the Crown Government Service in “Procurement Policy Note: Standard
                      Selection Questionnaire (SQ) (Action Note 8/16; 9th September 2016)”.
                      This questionnaire has been put together to enable the Contracting Authority to select
                      Organisations to be invited to submit tenders by reference to their eligibility, economic
                      and financial standing and professional technical and ability.
                      This document is divided into two parts: 
                       Part 1 sets out information about the Services required and the procurement process;
                             and
                       Part 2 sets out the minimum pre-qualification standards (i.e.. what is required to pass
                             the   “pass/fail   questions)   and   the(scored)   selection   criteria   (the   scoring
                             methodology for the ‘scored’ selection questions from the PQQ)) which set out
                             the objective and non-discriminatory criteria the Contracting Authority will use to
                             select those Organisations to be invited to tender from amongst those who meet
                             the minimum selection standards; and
                3.    OUR REQUIREMENTS
                      The Contracting Authority wishes to secure the outcomes set out in the draft
                      specification which is attached for information only.  Changes might be made to this
                      document before it is issued at ITT stage. 
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                      Further information about other outcomes will be set out in the tender documents.  
                4.    INSTRUCTIONS ON HOW TO COMPLETE THIS SELECTION QUESTIONNAIRE
                      Questions about this PQQ and the procurement should be addressed and submitted to:
                           Ms Ana Mae Contreras Ramirez - cleaningtender@poplarharca.co.uk
                      Please complete all sections of the PQQ but do not provide any information in addition
                      to that specifically requested. The PQQ must be fully completed, (or an European
                      Single Procurement Document (ESPD) submitted (see below) even if you have
                      previously submitted a completed PQQ to the Contracting Authority.  It is not enough to
                      refer to earlier questionnaires or ESPD to the Contracting Authority.  Any previous
                      submission will not be considered or form part of this tender process. 
                      One electronic copy of the completed PQQ or ESPD must be completed and sent to
                      the email address on the front page of this PQQ by the deadline set out in the FTS
                      notice and on the front page of this PQQ.
                      All questions in Part 1, Part 2 and Part 3 of the PQQ must be completed within the
                      table set out in it or clearly referenced and inserted using the PQQ Appendix Template
                      provided. Please limit all responses to Project Specific Questions to 500 words per
                      question. You may include tables, graphs and images but these must be limited to 4
                      sides of A4 sheet (and will not count to the word limit). Contracting Authority reserves
                      the right not to consider any words beyond the word limit for any question.
                      Alternatively an Organisation wishing to express an interest may submit an ESPD
                      setting out their responses to these questions and submitted to the same address.
                      Organisations responding through the submission of an ESPD should note that they
                      need to ensure that they have responded to the Additional Questions and Project
                      Specific Questions in Sections 8 and 9 of the PQQ in their ESPD or an Appendix to it.
                5.    SUB-CONTRACTING ARRANGEMENTS
                      Where an Organisation proposes to use one or more sub-contractors to deliver some
                      or all of the Services should be set out in the response used to provide details Question
                      1.2 in Part 1 of the PQQ. You should include all members of the supply chain, the
                      percentage of work being delivered by each sub-contractor and the key contract
                      deliverables for which each sub-contractor will be responsible. Please ensure that a
                      PQQ is also completed by all subcontractors (other  than   ‘labour   only’
                      subcontractors) whose resources the Organisation will rely on to deliver the
                      Services.
                      The Contracting Authority recognises that arrangements in relation to sub-contracting
                      may be subject to future change, and may not be finalised until a later date.  However,
                      Organisations should be aware that where information provided to the Contracting
                      Authority indicates that sub-contractors are to play a significant role in delivering the
                      Services, any changes to those sub-contracting arrangements may affect the ability of
                      the Organisation to proceed with the procurement process or to provide the Servicers.
                      Organisations should therefore notify the Contracting Authority immediately of any
                      change in the proposed sub-contractor arrangements. The Contracting Authority
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                      reserves the right to deselect the Organisation prior to any award of contract, based on
                      an assessment of the updated information.
                      The Contracting Authority reserves the right to require evidence, guarantees and/or
                      specific contractual protection in accordance with Regulation 63 PCR 2015 in relation
                      to subcontractors. In addition the Contracting Authority reserves the right to require the
                      Supplier to replace sub-contractors if the circumstances detailed in Regulation 71 of
                      the PCR 2015 apply.
                      Unless it is otherwise specified, please ensure that the answers in the completed PQQ
                      relate only to your Organisation tendering and not to any group of organisations to
                      which that your Organisation belongs.  If you are relying on the resources of other
                      group companies please make this clear and confirm that a parent company guarantee
                      will be provided from the group organisation whose resources you are relying on.
                6.    CONSORTIA ARRANGEMENTS
                      If the Organisation completing the PQQ is doing so as part of a proposed consortium,
                      the following information must be provided in the response to Question 1.2 in Part 1 of
                      the PQQ completed by the lead member of the consortium;
                                names of all consortium members;
                                the lead member of the consortium who will be contractually responsible for
                                 delivery of the Contract (if a separate legal entity is not being created); and
                                if the consortium is not proposing to form a legal entity, full details of the
                                 proposed arrangements.
                      Please note that the Contracting Authority  reserves the right to require evidence,
                      guarantees and/or specific contractual arrangements in accordance with Regulation 63
                      PCR 2015 in relation to consortia.
                      Where a consortium bids, all members of the consortium will be required to provide the
                      information required in all sections of the PQQ i.e. each member of the consortium is
                      required to complete the form.
                      Where the consortium is proposing to create a separate legal entity, such as a Special
                      Purpose Vehicle (SPV), details should be provided of the actual or proposed
                      percentage shareholding of the constituent members within the new legal entity.
                      The Contracting Authority recognises that arrangements in relation to a consortium bid
                      may be subject to future change. Organisations should therefore respond on the basis
                      of the arrangements as currently envisaged. The Contracting Authority must be
                      immediately notified of any changes, or proposed changes to the bidding model so that
                      a further assessment can be carried out by applying the selection criteria to the new
                      information provided. The Contracting Authority may deselect the Organisation before
                      any award of contract, based on an assessment of the updated information.
                7.    CONFIDENTIALITY
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