COMMERCIAL ENERGY CERTIFICATE REGISTER &
ASSOCIATED SERVICES
(Procurement Reference: CPD004\078\026)
INVITATION TO SUBMIT OUTLINE PROPOSAL:
QUESTIONNAIRE
FOREWORD
Definition
Reference to “the Authority” means the Department for Communities and Local
Government, who will be the Contracting Authority for this project.
Purpose of this document
This Invitation to Submit Outline Proposal: Questionnaire ("Questionnaire") has been
produced to enable the Authority to evaluate which organisations that have met the pre-
qualification criteria should be taken through to the next stage of the procurement
process.
Related documents
Instructions to suppliers: This gives a background to the project and instructions on
the completion of this questionnaire.
Services Requirements Specification: This gives an outline of the service required.
Pre-Qualification Questionnaire Responses: These form the baseline for the
selection of the ‘long-list’ of suppliers invited to submit Outline Proposals.
Financial Model the Authority requires the Suppliers to provide a populated financial
model as a precondition to contract negotiations.
Draft Contract: The Authority requires potential suppliers to comment upon or mark up
the draft contract as a precondition to contract negotiations. Full instructions are set out
in the
Instructions to Suppliers document.
All these documents may have one or more Annexes. These will be listed in the Table
of Contents at the front of each document.
ISOP: Questionnaire
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QUESTIONNAIRE
1 ORGANISATION IDENTITY
This is a repeat of the information requested in the PQQ. Please restate and
confirm these details or highlight any changes in bold font.
1.1 Name of the company (Prime or single
contractor) in whose name the tender would
be submitted
1.2 Contact name:
1.3 Address:
1.4 Telephone number:
1.5 Facsimile number:
1.6 E-mail address:
1.7 Company Registration number:
1.8 Date of Registration:
1.9 Registered address if different from the
above:
1.10 VAT Registration number:
1.11 Website address (if any)
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2. PRIME CONTRACTOR
This is a repeat of the information requested in the PQQ. Please restate and
confirm these details or highlight any changes in bold font.
2.1 Please tick the box below which applies
a) Your organisation is bidding to provide the services required
b) Your organisation is bidding in the role of Prime Contractor and intends to use third
parties to provide specific elements of the services
2.2 If your answer to 3.1 is (b) please identify intended subcontractors/ partners for the bid (if
currently known) below:
Organisation name
Organisation address and contact details
Service provision
responsibility
2.3 Please give a brief outline on your policy regarding the use of sub-contractors and, if
applicable, the extent to which you might envisage using them for this requirement.
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3. BUSINESS CAPABILITY
3.1
Please provide a description of your proposed business model (with diagrams) clearly
stating how it is intended the various elements will interact and an outline plan
covering all resourcing required for:
(a) preparation and planning,
(b) design, delivery, testing and implementation of the proposed system solution
(c) business as usual
(d) exit plan
Please also state any assumptions made, risks identified and proposed mitigating
measures.
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4 MANAGEMENT
SUMMARY
4.1
Please provide a statement (maximum of
six A4 pages of not less than 11pt font)
to include, but not be limited to the following
items:
a) An overview of your approach for
the work described in this ISOP
b) Why you believe your organisation
is best placed to deliver those
services to the Authority.
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5
PROGRAMME INFORMATION AND PLANS
5.1
Implementation and testing will take
Please provide a draft Implementation Plan
place according to a timetable with
identifying appropriate milestones.
contractually binding milestones
agreed by both parties. Failure to
Please provide a draft Testing programme to
meet these milestones may lead to
support the Implementation Plan.
payment of liquidated damages and,
eventually, could lead to termination.
In the separate Financial Proposal please state
what amounts would be payable and under
what circumstances.
5.2
Please attach an outline Exit Plan.
Please list the assumptions made and
issues for discussion.
5.3
Value added services and continuous
Please describe such value adding services if
improvement. The Authority would
any you would propose if you are selected.
like to understand whether you
Please give details of the services they would
propose to offer other specific
apply to.
improvements during the term of the
contract. These could include
improving Service Level Agreements,
committing to deliver specific savings
on top of the pricing that you will be
submitting or passing on efficiency
savings.
5.4
Please confirm the 3 customer
references that have used or are
using your main products/services
and who will be available for
discussions with the Authority team
and possible site visits. The Authority
will select 2 of these organisations to
meet with. You must be able to
demonstrate your experience in
providing and implementing a
comparable solution together with a
case study(s) and suitable customer
reference(s) for that piece of work.
We would like to talk to these
customer references after submission
of your responses. Where you
suggest delivering the services via a
Related Organisation, we would like
to talk to customers using the same
Related Organisation.
Representatives from the Authority
may need to visit reference sites to
evaluate the Supplier’s capabilities.
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5.5
Specify your project delivery team
including those members of staff who
will have key operational roles once
the service 'goes live'.
5.6
Please provide an example of a
relevant business continuity strategy,
and up to 3 examples of detailed
related procedures.
5.7
Please attach a diagram outlining
your proposed internal change control
process.
Please provide an example of these
procedures.
5.8
Please indicate the location where
data will be held. Please also
describe the procedure(s) you will use
to ensure data is secure at all times.
5.9
Please provide a proposal on quality
arrangements that would be used on
this project.
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6 PERSONNEL
6.1
Please highlight the future career
opportunities, training and
development that would be made
available to staff working on the
register.
6.2
What is your approach to
performance management and
appraisal?
6.3
What is your approach to training and
development? Please provide figures
relating to spend per employee (if
applicable) and detail any external
accreditation you have achieved
6.4
What methods of training and
development do you utilise within
your organisation?
6.5
Please provide details of your equal
opportunities policies, procedures and
practices in relation to your staff and
customers.
6.6
What policies do you operate in
relation to disability, age, religious
belief, race, gender, sexual
orientation and family issues?
6.7
What induction programme will you
Please provide a summary with supporting
provide for staff?
evidence covering all questions opposite.
What methods of induction do you
use?
How will you align and integrate staff
into your organisation and culture?
How would you describe your
organisation’s culture and how do you
measure this?
6.8
What specific measures do you
Please provide a summary covering all
intend to use to recruit and retain
questions opposite.
staff?
6.9
What do you consider the major HR
issues during implementation and
how would you address these issues?
6.10 How would you manage staffing
issues during implementation? Please
cover training and communications
approaches, timescales (key
milestones and generic plan),
resource profile and dependencies.
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7 AUDIT
Describe your proposed internal audit and
7.1
management review procedures to
minimise the scope for fraud.
7.2
By submitting your proposals you agree
that the Authority and the National Audit
Office shall be entitled to access the
scheme records whenever they deem
necessary
.
Provide details of any way in which you
could facilitate this access
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8
ECONOMIC and FINANCIAL CAPACITY
If identical information has been provided in your pre qualification submission, it
only needs to be confirmed here that there are no changes.
The following financial information is required to be provided.
(a) A copy of the most recent audited accounts for your organisation that cover the last two
years of trading or for the period that is available if trading for less than two years.
(b) A statement of the organisation’s turnover, Profit & Loss and cash flow position for the most
recent full year of trading (or part year if full year not applicable) and an end period balance
sheet, where this information is not available in an audited form at (a).
(c) Where (b) cannot be provided, a statement of the organisation’s cash flow forecast for the
current year and a bank letter outlining the current cash and credit facility position.
(d) If the organisation is a subsidiary of a group, (a) to (c) are required for both the subsidiary
and the ultimate parent. Where a consortium or association is proposed, the information is
requested for each member company.
(e) A separate statement of the organisation’s turnover that relates directly to the supply of this
service for the past two years, or for the period the organisation has been trading (if less than
two years).
(f) Parent company and/or other guarantees of performance and financial standing may be
required if considered appropriate. Confirmation of the organisation’s willingness to arrange for
a guarantee or a performance bond
(g) The name and
address of your
banker
(h) Please provide details of your organisation’s insurance protection in respect of professional
indemnity cover
Policy
Insurer`
Indemnity Value (£)
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9.0
FINANCIAL PROPOSAL
9.1
In a SEPARATE spreadsheet (together with all other information with actual monetary £
values) please provide a financial proposal and cash flow models for:
(a) preparation and planning,
(b) design, delivery, testing and implementation of the proposed system solution
(c) business as usual
(d) exit plan
You should also include your key cost drivers and indicative costings
stating any
assumptions made, risks identified and proposed mitigating measures. This should be
based on a flat rate for the duration of the contract to enable comparison however
alternative proposals will be considered.
9.2
Comment on the need for a working
capital facility and the proposed
source of such a facility, if required.
Where possible, provide bank letters
indicating that the anticipated working
capital facility can be arranged.
9.3
To protect service operability, the
Authority may require that an on-
demand performance bond to the
value of £500,000 be lodged by the
Prime Contractor and/or one or more
of its Relevant Organisations as a
precondition to detailed Contract
negotiation and final offer stage. This
will be issued by a bank or bond
issuer and on terms which are
acceptable to DCLG.
Please state whether you are
agreeable to providing such a bond.
If not, please provide reason why and
proposed alternative approach(es):
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10 SERVICES
REQUIREMENTS
This response grid is based on Part B – Functional Requirements (Section 5) of the
Commercial Energy Certificate Register Services Requirements Specification (SRS).
10.1
Requirement Definition/Summary
Request Unique Property Reference Number
Please refer to SRS section 5, requirement R01:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes and technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
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10.2
Requirement Definition/Summary
Submit and Lodge Energy Documents & Model Data
Please refer to SRS section 5, requirement R02:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
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10.3
Requirement Definition/Summary
Change in status of Energy Documents and Model
Data
Please refer to SRS section 5, requirement R03:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
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10.4
Requirement Definition/Summary
Retrieve and view Energy Documents & Model Data
Please refer to SRS section 5, requirement R04:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
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10.5
Requirement Definition/Summary
Lookup of Energy Assessor
Please refer to SRS section 5, requirement R05:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
ISOP: Questionnaire
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10.6
Requirement Definition/Summary
Update Energy Assessor Index
Please refer to SRS section 5, requirement R06:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
ISOP: Questionnaire
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10.7
Requirement Definition/Summary
Reporting / Data Extract (Non-Subscription)
Please refer to SRS section 5, requirement R08:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
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10.8
Requirement Definition/Summary
Transitional CECR
Please refer to SRS section 5, requirement R07:
• Requirement
Outline
• Non-Functional
Requirements
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
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11 OPERATIONAL
REQUIREMENTS
This is response grid is based on Part B – Non-Functional Requirements (Section 6) of
the Commercial Energy Certificate Register Services Requirements Specification (SRS).
11.1
Requirement Definition/Summary
Non-Functional Requirements
Please refer to SRS section 6:
N01 – Integrity
N02 – Data Consistency
N03 – Usability
N04 – Transactional Volumes
N05 – Backup & Recovery
N06 – Disaster Recovery and Business Continuity
N07 – Archiving
N08 – Security
N09 – Availability
N10 – Scalability
N11 – Extensibility
N12 – Data Protection
N13 – IT Governance
N14 – Change Management
N15 – Test Environment
N16 – Network
N17 – Multi Language
N18 - Technologies
For each Non-Functional Requirement please provide an outline design of solution covering
the processes, technical designs required to implement the requirements. Please also state
any assumptions made, risks identified and proposed mitigating measures. It is expected that
documentation for existing processes and procedures may be submitted to meet these
requirements with relevant cross-referencing from requirements to solution.
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12 OTHER
RESPONSIBILITES
This is response grid is based on Part B – Constraints (Section 7) of the Commercial
Energy Certificate Register Services Requirements Specification (SRS).
12.1
Requirement Definition/Summary
Please refer to SRS section 7:
C01 – Delivery
C02 – Messaging
Please provide where applicable an outline design of solution covering the business
processes, technical architecture required to meet the constraints. Please also state any
assumptions made, risks identified and proposed mitigating measures.
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13 POTENTIAL
FUTURE
REQUIREMENTS
This is response grid is based on Part B – Additions and variations to Core
Requirements (Section 8) of the Commercial Energy Certificate Register Services
Requirements Specification (SRS).
13.1
Requirement Definition/Summary
Please refer to SRS section 8:
P01 – Data Extract
P02 – Bulk Data Extract
P03 – Central Information Point
Please provide an outline design of solution covering the business processes, technical
architecture required. Please also state any assumptions made, risks identified and proposed
mitigating measures.
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WHEN YOU HAVE COMPLETED THE QUESTIONNAIRE, PLEASE READ AND SIGN
THE SECTION BELOW.
I/WE CERTIFY THAT THE INFORMATION SUPPLIED IS ACCURATE TO THE BEST
OF MY/OUR KNOWLEDGE AND THAT I/WE ACCEPT THE CONDITIONS AND
UNDERTAKINGS REQUESTED IN THE QUESTIONNAIRE. I/WE UNDERSTAND
THAT FALSE INFORMATION COULD RESULT IN THE EXCLUSION OF THE PRIME
CONTRACTOR FROM FURTHER PARTICIPATION IN THE PROCUREMENT.
Signed:
Name:
Position1:
For and on behalf of:
Date:
This declaration must be signed by an authorised signatory, in his/her own name, and
for and on behalf of the Relevant Organisation.
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Document Outline
- FOREWORD
- Definition
- Purpose of this document
- Related documents
- 1 ORGANISATION IDENTITY
- 2. PRIME CONTRACTOR
- 3. BUSINESS CAPABILITY
- 4 MANAGEMENT SUMMARY
- 5 PROGRAMME INFORMATION AND PLANS
- 6 PERSONNEL
- 7 AUDIT
- 7.1
- 7.2
- 8 ECONOMIC and FINANCIAL CAPACITY
- 10 SERVICES REQUIREMENTS
- Requirement Definition/Summary
- Request Unique Property Reference Number
- Please provide an outline design of solution covering the business processes and technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- Requirement Definition/Summary
- Submit and Lodge Energy Documents & Model Data
- Please provide an outline design of solution covering the business processes, technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- Requirement Definition/Summary
- Change in status of Energy Documents and Model Data
- Please provide an outline design of solution covering the business processes, technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- Requirement Definition/Summary
- Retrieve and view Energy Documents & Model Data
- Please provide an outline design of solution covering the business processes, technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- Requirement Definition/Summary
- Lookup of Energy Assessor
- Please provide an outline design of solution covering the business processes, technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- Requirement Definition/Summary
- Update Energy Assessor Index
- Please provide an outline design of solution covering the business processes, technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- Requirement Definition/Summary
- Reporting / Data Extract (Non-Subscription)
- Please provide an outline design of solution covering the business processes, technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- Requirement Definition/Summary
- Transitional CECR
- Please provide an outline design of solution covering the business processes, technical architecture required. Please also state any assumptions made, risks identified and proposed mitigating measures.
- 11 OPERATIONAL REQUIREMENTS
- 12 OTHER RESPONSIBILITES
- 13 POTENTIAL FUTURE REQUIREMENTS