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INVITATION TO TENDER

2016 Insurance Services Tender

Document

FOR
TENDRING DISTRICT COUNCIL

Prepared for Tendring District Council in conjunction with

The Authority’s appointed Broker, Aon UK Limited

Renewal Date: 1st July 2016

Deadline Date for receipt of Insurance Quotations 2pm Friday 20th May 2016

The information contained in this presentation is given in confidence to underwriters, to enable tenders to be provided to
Aon Risk Solutions and, if appropriate, to grant cover on receipt of our instructions. The information may not be used for any
other purpose without our written consent.

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Table of Contents

General Information 4

Risk Profile 5

Risk Management Overview 6

General Financial Information 7

Business Activities 8

Collaborative / Shared Services 9

Overview of Key Risk Exposures 10

Risk Management 14

Invitation to Tender 15

Instructions to Bidders 16

Specific Instructions for Underwriters 20

Process for submitting your proposal 21

Evaluation Criteria 22

Evaluation Criteria – Non Engineering Classes 23

Evaluation Criteria – Engineering Insurance and Inspection 27

UNDERWRITING INFORMATION 29

Lot 1 – a) Property Insurance - Material Damage 30

Lot 1 – b) - Business Interruption 41

Lot 1 – c) Money 44

Lot 1 – d) All Risks 46

Lot 2 Contract Works 48

Lot 3 - Computer 50

Lot 4 Casualty 54

Lot 4 – a) Employers' Liability 55

Lot 4 - b) Public / Products Liability 60

Lot 4 – c) Official’s Indemnity including Land Charges 65

Lot 5 - Motor Fleet 70

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Lot 6 – Full Crime 78

Lot 7 - Personal Accident/Travel 80

Lot 8 - Engineering Insurance and Inspection 85

Lot 9 - Terrorism 87

Lot 10 - Provision of Insurances - Package Basis 88

Tender Checklist 89

Pricing Schedule 90

Non Collusion / Conflict of Interest 93

Appendix 1 – Income generating activities 94

Appendix 2 – Risk Management Framework 95

Appendix 3 – Corporate Risk Register 96

Appendix 4 – Property Schedules 97

Appendix 5 – Property Claims Listings 98

Appendix 6 – Photos of Key Locations 99

Appendix 7 – All Risks Schedules 100

Appendix 8 – Employers Liability / Public Liability Claims 101

Appendix 9 – Motor Fleet Vehicle Schedule 102

Appendix 10 – Motor Fleet Confirmed Claims Experiences 103

Appendix 11 – Motor Fleet Claims Listings 104

Appendix 12 – Crime Proposal Form 105

Appendix 13 – Engineering Plant Schedule 106

Appendix 14 – Computer Locations 107

Appendix 15 – Non Standard Construction 108

Legal and Regulatory 109

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General Information

Full name of client:

Tendring District Council

Principal Address
Town Hall, Station Road, Clacton on Sea, Essex, CO15 1SE

Business Description
Local Government Authority

Existing Aon Client

Aon Risk Solutions are the appointed broker to the Council

Renewal Date(s) of Existing Cover(s)

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1 July 2016

Details of any Long Term Agreement(s) or Undertakings

Expires 30th June 2016

Website
www.tendringdc.gov.uk

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Risk Profile
The Tendring District has many geographic, demographic and economic characteristics that make it
distinctive from other areas. These provide both opportunities and challenges with the main features
as follows:

 Tendring enjoys over 36 miles of coastline, award-winning sandy beaches, numerous coastal
towns providing anything from the traditional pleasures of the seaside to maritime heritage, a
variety of beautiful and picturesque villages and one of the busiest harbours in Europe.
 The coastal geography is one of the greatest assets but also presents difficulties such as
expensive management issues.
 A large majority of people living in Tendring consider it a good place to live, which is reflected
in the number of individuals who have decided to retire to the area. A very high proportion of
our residents are over the age of 65. The population is growing rapidly and is predicted to
grow from 146,000 in 2009 to 170,000 by 2026.
 People live in five main areas of settlement and villages across the District with differing
community needs and aspirations.

The Council provides a number of services expected of a ‘usual’ local authority which include a range
of mandatory and discretionary services.

The Council to date has not taken the approach of outsourcing large elements of its functions and is in
fact seeking to bring services back in-house where beneficial.

The Council is currently reviewing its key corporate objectives but a broad summary of current
priorities is set out below:

Our Prosperity
 Build a thriving local tourism industry.
 Promote sustainable economic growth.
 Ensure people have the knowledge and skills to secure good employment.

Our People
 Reduce health inequalities and disadvantage.
 Promote healthy and active lifestyles.
 Remain a low crime area and reduce the fear of crime.

Our Place
 Ensure all our residents live in high quality housing which meets local needs.
 Regenerate the District and improve deprived areas.
 Protect and enhance our environment, countryside and coast.

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Risk Management Overview

The Council has adopted the CIPFA / Solace guidance in respect of “Delivering Good Governance in
Local Government” which includes the core principle of “taking informed and transparent decisions
which are subject to effective scrutiny and managing risk”.

The Council understands that by being risk aware and understanding its risk appetite, the Council will
be better able to take advantage of opportunities and mitigate threats.

Within the context of the above, Tendring District Council has adopted a risk management framework
which is integrated with departmental planning with departmental risk registers being regularly
reviewed. Risk management guidance is readily available and is published on the Council’s intranet.

The Council’s approach to risk is that it must be addressed on an integrated basis with everyone
having roles and responsibilities for its management. Risks are managed by evaluating the inherent
and residual risks applicable, scored to provide a risk rating, which are then assessed taking account
of the Council’s risk tolerance / appetite with Corporate Risks reviewed by the Council’s Audit
Committee on a 6 monthly cycle.

The Council’s Senior Management Team review Corporate Risks on a regular basis and have
included this on-going review as a standing item on their agendas.

Via the above reviews, the Council not only takes action when required but it actively looks to
undertake risk ‘audits’ with the support of external specialists. Annual ‘audits’ are carried out by the
Council’s Health and Safety Officer such as fire risk assessments.

Risks also form an integral part of the work of the Council’s Internal Audit Function who have recently
amended their reporting format to draw out risks from potential control ‘failures’ to make sure there is
a clear focus on risks that require mitigation.

During a time of reducing Local Authority budgets, the Council has not ignored spending money
where is essential to do so to mitigate risks. A budget of over £50k has recently been established to
upgrade the fire alarm systems in the Council’s main operational building to ensure it remains as up to
date and fit for purpose as possible.

Significant investment is being made in IT infrastructure which supports the Council in being more
resilience to risks such as the management of personal data. The Council also has in place business
continuity plans at departmental level which help to mitigate potential long term exposure to risks that
significant events could have on the Council’s ability to deliver its services and therefore it’s
associated financial losses.

The Council is aware of revised Code of Corporate Governance that is expected to be published later
this year, and there has already been a commitment from the Council to review and adopt new
activities and actions where possible, which are likely to include demonstrating a commitment to
managing risks effectively.

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General Financial Information

Total Net Budget:

2013-2014 £22,821m
2014-2015 £16,362m
2015-2016 £14,834m

Revenue Estimates 2015/16

Portfolio / Committee Summary
2015/16 Original Estimate
£
Environment and Coast Protection 7,343,960
Finance and Transformation (443,930)
Housing, Benefits and Revenues 2,376,490
Planning and Corporate Services 2,761,650
Regeneration, Inward Investment and 779,540
Asset Management
Tourism, Events and Leisure Services 1,741,330
Wellbeing and Partnerships 377,470
Development Control Committee 14,880
Human Resources Committee (0)
Licensing Committee 93,820
Regulatory Committee 389,930
Net Cost of Services 15,435,140
Revenue support for Capital 3,237,550
Investment
Financing Items (692,480)
Budget Before use of Reserves 17,980,210
Contribution to / (from) earmarked (3,145,430)
reserves
Total Net Budget 14,834,780
Formula Grant:
Business Rates (including Tariff and (4,357,960)
Levy)
Revenue Support Grant (3,561,210)
Collection Fund Surplus (376,620)
Council Tax Requirement (for 6,538,990
Tendring District Council)
Parish Precepts 1,359,914
Council Tax Requirement (as per 7,898,904
Requisite Calculations)

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Business Activities
Please refer to Appendix 1 for a full list of business activities.

The Council carries no responsibility for:

 Fire
 Police
 Waste Management (outsourced)
 Social Care
 Education
 Highways

Changes in business activities

There are no significant changes planned over the next 12 months. However the Council is taking an
active role in the Government’s devolution agenda via partnership working with other Essex
Authorities, working with other Local Authorities on joint working and shared service opportunities.
These are not over and above the ‘basic’ functions set out in the previous section but a potential
alternative delivery approach.

The devolution agenda may end up with powers being devolved down to Local Authorities at some
time in the future but this is not expected in the next 12 months. Additional burdens / responsibilities
may also follow but there are no specific details available at the present time as the Government
consider the longer term future for Local Government.

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Collaborative / Shared Services

At present the main contracts outsourced relate to Refuse and Recycling, Street Cleaning, Public
Convenience Maintenance and maintenance of Council Housing. These were out-sourced over ten
years ago and remain subject to contract renewal / procurement processes when necessary.

The Council is working with other Essex Authorities to establish a lead authority delivery Building
Control Functions on behalf of partner Local Authorities so a form of out-sourcing for Tendring District
Council as it will not be the lead authority for the revised approach.

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Overview of Key Risk Exposures

Please provide full details of any separate subsidiary companies or trading N/A
companies owned or operated by the authority, including details of the nature and
extent of their activities

Do any of these companies or organisations have separate insurances in place? N/A

If so, to what limit of indemnity?

If there are no separate insurance arrangements, what agreements are in place to N/A
clarify responsibilities and is there a formal contract in place?

Please provide copies

Is the authority involved in any other activities which are considered to be outside No
the remit of the normal business activities and statutory duties of a local authority?

e.g. for a commercial purpose and activities in relation to the Localism Act

If so, then please attach full details.

Please attach details of all income generating activities or revenue streams Please see Appendix
1
These are typical of a district council and included in our published accounts.
Does the authority own or operate a portfolio of leased commercial/industrial YES
premises?

If so, then please confirm the total value of the properties and the annual rental See property schedule
income received from the properties

Do the lease agreements place responsibility for maintenance of the premises upon The majority of the
the tenant? If no, then please provide full details of the maintenance responsibility place responsibility for
the maintenance on
the tenant, there are
the odd one or two
that we are
responsible for.
Does the authority retain responsibility for the management of any common parts, Yes for example in
shared areas, etc. or provide a buildings management service? If yes, please council sheltered
provide details including the income derived from these activities accommodation
What proportion of your total budget is allocated to waste management? £2.56m (Waste &
Recycling only this
does not include
Street Sweeping)
Is any aspect of waste management outsourced or are you in partnership with any Contracted to Veolia
other local authority for waste management? If so, please provide an attachment who possess their own
with brief details including any waiver of subrogation against the contractor or Public Liability
partner Insurance

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Do you carry refuse or have a contract to handle waste on behalf of any other local NO
authority?

Do you operate any recycling processing facilities? If Yes, then please provide full NO
details

Has the Council contracted out any services or functions over the past 3 years (e.g. No material services /
refuse collection)? functions

If ‘Yes’, please provide details.

Does the Council have any plans to put out to tender any services or functions over Public Convenience
the forthcoming year? Maintenance Contract
– Annual Spend @
If ‘Yes’, please provide details. £200k

Does the Council undertake any activities airside? No, but an annual
Airshow is held for
If ‘Yes’, please provide details. which separate cover
is taken out.

Are there any known / pending H&S notices / convictions NO

If ‘Yes’, please provide details.

SOCIAL SERVICES RESPONSIBILITIES

a) Does the council manage residential homes? N/A

b) What is the number of residential homes? N/A

c) Does the authority manage day care centres? If Yes, provide brief details N/A
including type of centres

d) What is the number of day care centres? N/A

e) Are there any significant issues or exposures concerning social services N/A
/safeguarding responsibilities for children and vulnerable adults? If Yes, provide
brief details

f) With regards to safeguarding of children, what level of performance rating did N/A
the authority receive from its most recent OFSTED review?

g) With regards to responsibility for vulnerable adults, what level of performance N/A
rating did the authority receive from its most recent Care Quality Commission
review?

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EDUCATION

a) What is the number of secondary schools N/A

b) What is the number of primary schools? N/A

c) What is the number of special schools? N/A

d) What is the number of special schools? N/A

LEISURE, SPORTS & OUTDOORS

a) How many leisure facilities does the Council actually manage itself? 7
b) How many leisure facilities does the Council own but contract the 0
management function out?
c) What is the number of sports centres? 3

d) What is the number of swimming pools? 4

e) Do you have an ongoing risk assessment programme for your leisure YES
facilities? There is a
Please provide details comprehensive risk
assessment process.
The outcomes from
this are set out in a
Normal Operating
Procedure and
Emergency Action
Plan, which is
provided to all staff.
f) Is the authority responsible for the management of any parks or country Yes. The authority
parks? If yes please provide brief details has a number of
Publically accessible
recreation grounds,
country parks and
open spaces and
sea front gardens.
g) Do you have a programme for inspecting leisure centre paths, fencing, walls, Yes an inspection
etc.? - regime is in place
h) Does the Council have an ongoing risk assessment programme for parks, NO
playgrounds, cemeteries and open spaces? Please provide details
QUESTIONS ON DIRECT LABOUR EXPOSURES
a) Does the council maintain a direct labour workforce for refuse collection? N/A

b) Does the council maintain a direct labour workforce for grounds maintenance? YES

c) Does the council maintain a direct labour workforce for street cleaning? N/A

d) Does the council maintain a direct labour workforce for building cleaning N/A
maintenance and repairs?

e) Does the council maintain a direct labour workforce for highways maintenance N/A
and repairs?

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f) Does the council maintain a direct labour workforce for vehicle maintenance and YES
repairs?

QUESTIONS ON OTHER EXPOSURES

a) Is the council responsible for management of cemeteries /crematoria YES

b) Tree Liability - Are there any known issues or factors that many contribute to a NO
higher than normal exposure? If Yes, provide brief details

c) Is the council responsible for local transport systems (trams etc.)? If Yes, N/A
provide brief details

d) Does the Local Authority operate any recycling processing facilities? Please N/A
provide details of location and processes undertaken.

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Risk Management
Councils risk management philosophy, approach and function
1. Does the Council have a dedicated Risk
Management function?
2. Is there a corporate Risk Management group?
3. Describe the process the Council follows to
identify, evaluate, manage and review risks.
4. How is Risk Management embedded into the
authority?
5. Is the Risk Management group attended by
senior management and does it have the backing
of the Chief Executive?
6. How is Risk Management communicated
across the various parts of the organisation?
7. Please provide examples of risk management
initiatives. In what way have the results been
notable?
Yes
The Council’s Audit and Governance Manager
has been identified as the lead officer within the
organisation supported by the Finance and
Procurement Manager (S151 Officer)
Yes
A two stage approach has been adopted.
The Council’s Senior Management Team review
Corporate Risks on a regular basis which forms a
standing item on their agenda supported by the
Council’s Audit Committee which is made up of
elected Members. Risk Management is included
in the Audit Committee’s terms of reference and
they receive 6 monthly Corporate Risk
Management updates.
Please see Council’s Risk Management
Framework in Appendix 2
Please see responses above
Yes –
Both the Council’s S151 Officer and the Audit and
Governance Manager attend all meetings of the
Audit Committee. The Council’s Management
Team who receive regular updates is chaired by
the Chief Executive.
Please see response to point 3 above.
Please see corporate risk register in Appendix 3.
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Invitation to Tender
You are invited to submit a tender for the Insurance Services for Tendring District Council. The
services required are as described in the tender documents. The bid must remain valid for
acceptance for a period of 60 calendar days from the date for receipt of tenders.

This tender is being conducted under the “Open” Procedure of the OJEU Public Contracts
Regulations.
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Deadline for receipt of your submission is 2pm on Friday 20 May 2016 and should be sent to
Tendring’s locked email address democratictenderbox4@tendringdc.gov.uk. Submissions will
only be accepted by this method and before the deadline.

Additional copies MUST NOT be submitted in hard copy to any other recipient or member of the
Council, or email copied or forwarded to additional email recipients. This may disqualify your
submission and could nullify the tender exercise.

As the above email address will remain locked until after the deadline please direct any queries to
email address daryl.burgess@aon.co.uk

There is a receipt limit of 20 megabytes per email on the Council email system. The onus is on
you, the responder, to ensure that emails are received by Tendring. For large files you may like to
send zip files up to 20 meg per email or file downloads.

The Council does not bind itself to accept the lowest or any quotation.

Please note that tender submissions will not be opened until after the deadline.

QUESTIONS AND CLARIFICATIONS

Potential Providers may raise questions or seek clarification regarding any aspect of this Further
th
Competition at any time prior to the Tender Clarifications Deadline which is 5pm on Friday 13 May
2016. Any changes to the date or time will be advised to all tenderers at the earliest reasonable
opportunity.
Please direct all queries to Daryl Burgess at Aon – email: daryl.burgess@aon.co.uk

Bids will be assessed to determine the Most Economically Advantageous Tender in accordance
with the evaluation criteria published within this ITT. Tendring District Council reserves the right to
cancel the procurement process and / or not to award a contract.

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Instructions to Bidders
1. Invitation

1.1 The invitation to bid is for Insurance Services as shown in the specification.

2. Cost of Tendering

2.1. You must bear all the costs associated with the preparation and submission of your bid and any
further costs incurred prior to award of contract. Tendring District Council will not accept liability for
any costs incurred in the preparation and submission of any Tender

2.2. Tendring District Council is not bound to accept the lowest or any tender.

3. Tender Information

3.1. The services to be carried out are described in this pack.

3.2. The Invitation to Tender includes:

• Specification / Brief to tenderers
• The Award Criteria against which the bids will be evaluated.
• Risk presentations for each Lot

Bidders are also required to submit a Pricing Schedule, showing a detailed breakdown of the individual
costings.

3.3 You are deemed to have examined the tender documents and incomplete bids may be rejected.

3.4 All material and information issued in connection with the invitation to tender remains the property
of Tendring District Council and is to be used solely for the purpose of bidding.

3.5 All information supplied in connection with this Invitation to Tender shall be treated as confidential
by prospective Bidders except such information may be disclosed so far as is necessary for the
purpose of obtaining quotations necessary for the preparation and submission of the Tender.

4. Contract timetable

4.1. The Council proposes the following indicative timetable of deadlines for this procurement:

Activity Date
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Dispatch of ITT Wednesday, 20 April 2016
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Deadline for clarifications/ questions Friday, 13 May 2016
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Return of Bids 2pm on Friday, 20 May 2016
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Evaluation of Bids and Selection of supplier With effect from Friday, 20 May 2016
rd
Standstill period commences Friday 3 June (approx.)
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Contract Award Tuesday 14 June 2016 (approx.)
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Commencement of the Contract 1 July 2016

4.2. Tendring District Council reserves the right to change the above timetable and Tenderers will be
notified accordingly where there is a change in the timetable.

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5. Account and Contract Management

5.1 The Council will separately pay invoices within 30 days of receipt of the invoice unless a query in
respect of the invoice has not been resolved within the 30 days.

5.2 The successful insurer shall provide a named contract manager and identify a clearly defined
escalation procedure.

6. Amendment to Tender Invitation Documents / Clarification and queries

6.1 At any time prior to the deadline for the receipt of bids, Tendring District Council may modify the
tender documents by amendment. Any such amendment will be notified to all prospective bidders
and will be binding on them.

6.2 Any comments or questions should be submitted via email. Where appropriate all tenderers will be
informed of the question and the response.

7. Language of Bid

7.1 The bid and all correspondence and documents relating to the bid must be in English. Any printed
literature provided by you may be in another language, provided that relevant passages are
accompanied by an English translation. In such cases, for the purpose of interpreting the bid, the
English translation shall govern.

8. Bid Prices

8.1 Prices tendered should be exclusive of VAT/ IPT

8.2 Prices for goods, works and services shall be in pounds sterling.

8.3 You must disclose any sum included in your bid for the use of inventions, designs or processes
whether made under licence or similar agreement or otherwise. The name(s) of the person(s) to
whom payment would be made must be given, with particulars of any pattern or registered design
that may be involved.

8.4 The prices for goods works and services shall be fixed for the duration of the works and not
subject to any variation unless specific provision is otherwise made in the tender documents. A bid
submitted with a price variation clause may be treated as failing to meet tender conditions and may
be rejected.

9. Confidentiality of Bid Prices

9.1 You must not disclose your bid prices, or even an approximation, prior to the deadline for receipt of
the bids except in confidence to an insurance company or broker requiring such in connection with
the bid.

9.2 You must not try to obtain any information about competitors' bids or proposed bids nor make any
arrangement with anyone else about whether or not they should bid.

10. Conflict of Interest

10.1 Bidders, for all services where a conflict of interest may exist or arise, must inform Tendring District
Council and submit proposals for avoiding such conflicts. This is particularly important where the
conflict is likely to suggest a risk of bias in the provision of the service. Special attention should be
paid to services concerned with the contracting out of administrative decisions relating to public law
functions, i.e. functions carried out under statutory authority involving powers and duties not
generally available to private law bodies.

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Please ensure that the Non Collusion / Conflicts of Interest Statement is completed and
returned with your tender.

11. Financial viability enquiries

11.1 TENDRING DISTRICT COUNCIL reserves the right to make enquiries into the financial viability of
bidders.

12. Documents Establishing the Eligibility and Qualifications of Bidders of Goods and Works

12.1 If requested by Tendring District Council you shall supply documents establishing your eligibility to
bid and your qualifications to fulfil the contract if your bid is accepted.

12.2 The documentary evidence must establish to Tendring District Council’s satisfaction:

 that if you are offering to supply goods, supplies or services which you did not manufacture or
otherwise produce, you have been duly authorised by the manufacturer or producer to supply them
to the Councils;

 that you have the capacity and capability necessary to fulfil the contract;

 That no conflict of interest exists.

13. Bids

13.1 Bids must be submitted as specified. Please ensure that you allow yourself plenty of time when
responding to this invitation prior to the closing date and time as late bids will not be accepted.

13.2 Bids should include details of the proposed methodology for undertaking the work.

14. Period of Validity of Bids

14.1 Bids shall remain valid for the period specified in the ITT. A bid valid for a shorter period may be
rejected as failing to meet the tendering conditions.

14.2 Exceptionally, Tendring District Council may seek your consent to extend the validity period.

15. Deadline for Receipt of Bids

15.1 Tendring District Council may, at its sole discretion, extend the deadline for the receipt of tenders /
quotations. Bidders would be notified via email.

16. Modification and Withdrawal of Bids

16.1 You may modify your bid prior to the deadline.

16.2 No bid may be modified subsequent to the deadline for the receipt of bids.

16.3 You may withdraw your bid at any time prior to the acceptance of an offer of contract by sending a
withdrawal notice in writing to Tendring District Council

17. Opening of Bids by the Council

17.1 The Council will open the bids in a tender opening session, only after the deadline for submissions
has passed.

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18. Preliminary Examination of Bids

18.1 Tendring District Council with assistance from the appointed brokers, Aon, will examine the bids for
completeness and may seek clarification where necessary.

18.2 If arithmetical errors and discrepancies are found they will be corrected and the bidder will be given
the opportunity to abide by the corrected sum or withdraw the bid.

18.3 A bid not fulfilling the conditions in the tender documents will be rejected.

18.4 The submitted rates and prices may be modelled against the anticipated work.

19. Evaluation and comparison of bids

19.1 Aon and Tendring District Council will evaluate the bids to determine the most economically
advantageous tender as stipulated in the Evaluation Criteria.

20. Debriefing

20.1 Unsuccessful bidders may request feedback.

21. Freedom of Information

21.1 Tenderers are advised that each Authority is subject to the obligations of the Freedom of Information
Act 2000 (“FOIA”), the Environmental Information Regulations 2004 (“EIR”) and the Government’s
transparency agenda. The Council may, pursuant to a request under the FOIA, EIR or otherwise,
disclose or publish the entire Contract including the supplier’s tender. Tenderers should submit a
Confidential Information Declaration if they consider that any part of their Tender should be exempt
from disclosure. The Council will take the Confidential Information Declaration into consideration
when determining whether to publish or disclose information but the final decision on publication or
disclosure shall remain with the Councils.

22. Evaluation Criteria

22.1 Submissions will be assessed to ascertain the most economically advantageous tender
based on both Price (60%) and Quality (40%) evaluation criteria.

22.2 The overall score will be determined by an assessment of the detailed breakdown against the scope
of work that Tendring District Council may expect to receive. The aim is to consider value for
money and to determine the Best Value outcome for the Council within the allocated budget.

22.3 Tendring District Council may seek the provision of two relevant references from other local
authorities / public sector organisations or private sector businesses. These would be considered in
the evaluation of the quality criteria. Bidders must provide suitable contact details if requested.

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Specific Instructions for Underwriters

The attention of bidders is also drawn to the following important issues:-

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1. Quotations are required on the basis of an initial contract period of 3 years from 1 July 2016 to
30 June 2019 with the option to extend the contract by an additional 2 years to 30 June 2021.
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Tenderers are invited to submit bids for any or all lots. Where a lot consists of more than one line of
business Tendring District Council reserves the right to award individual insurances to a tenderer
separately from the rest of that lot in order to achieve the most economically advantageous
outcome.
2. Responses should provide details of exactly where they differ from the ITT- otherwise it will
be assumed that the requirements of the ITT will be met in all respects. This includes
providing details of any clauses or cover that the providers are not able or prepared to
provide, with alternative proposals.
3. Package quotation – Lot 10 should show package or other discounts separately, as quotations will
be evaluated both on a package basis and also on a stand-alone basis, in order to ascertain the
most economically advantageous tender. Package discounts should clearly identify the number
and description of lots which are required to qualify for the discount i.e. Property / Liability / Motor
etc. All pricing must be clear and transparent to demonstrate the full cost over the life of Long Term
Agreement. To be clear you must submit your pricing on an individual LOT basis and submit your
pricing on a package basis.
4. Tenders are requested in accordance with the programme as set out in the body of this document
with variations where requested. Tenderers are invited to offer submissions on this basis plus any
other variations they wish to offer. Any bids offered which offer a variation to the
programme(s) proposed within this tender document must have the difference in cover
clearly highlighted and brought to the attention of Tendring District Council and Aon Risk
Solutions.
5. Underwriters to note that all discounts which may be available e.g. Long Term Agreement must be
separately identified and transparent.
6. Tenderers should confirm what risk management or other services are automatically included
within the premium.
7. Tendring District Council may be interested in profit share or low claims rebate agreements.
Underwriters must outline the form of agreements they are able to offer clearly and transparently.
8. Additional documentation/supporting information to this tender, as required by tenderers may be
requested:-
Tenderers are asked to bear in mind the likely timescales that may be required to obtain and
prepare information with due regard to the final date for receipt of tenders. Clarification questions
th
should be submitted by 5pm on Friday, 13 May 2016. No charge will be made for such
information.
9. This is a fee client. All premiums shall be quoted net of all standard rebateable commissions but
inclusive of Insurance Supplementary Brokerage - 3.5% (in accordance with Aon national
agreement) and additional remuneration – 2.5% Management Services Fee for Trio products in
accordance with Aon national agreement.
th
10. The final date for receipt of tenders is 2pm on Friday 20 May 2016.

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Process for submitting your proposal

Please ensure that you allow yourself plenty of time when responding to this invitation prior to the
closing date and time. Late submissions will not be accepted.

Tender Questions
To ask questions relating to a specific quotation or tender, you must use the email address specified
earlier in this document.
Tenderers please note the criteria for the award of the contract are as follows:-
The contract will be awarded on the basis of the most economically advantageous tender in terms of
the criteria stated below:
Award Criteria (all Lots other than Engineering) Weighting
Price 60%
Cover 20%
Claims Administration 15%
Added Value 5%

Total 100%

Award Criteria (Engineering Lot number 8) Weighting

Price 50%
Service 30%
Cover 10%
Administration and Added Value Support 10%

Total 100%
Please refer to the full evaluation scoring matrix on the following pages.
All quotations are to be valid up to and as at 1st July 2016

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Evaluation Criteria
Each Tender submission will be evaluated as detailed below.

Stage 1 - Validity and Completeness of Submission to ensure the Tender is compliant.

Validity: This is to ensure that all Tenders received are valid in accordance with the
instructions for tendering.

Completeness: A complete Tender shall include all documents required in accordance with the
Instructions for Tendering. Incomplete submissions may result in your submission being excluded

Stage 2 - Detailed Consideration of Tenders to determine the Most Economically

Advantageous Tender (MEAT) to the Council in terms of price and quality.

We have set out below the criteria and weightings for the award criteria.

Stage 3- Contract Award Acceptance of Tender

The Authority reserves the right to request additional information which may be necessary to assist in
the evaluation of Tenders and any such information must be provided in writing within a maximum
period of three working days of receipt of a written request.

Stage 4 - Detailed Consideration of Tenders

The specific Lot award criteria are included at the end of each Lot. They comprise both Financial
(price) and Non-Financial (policy cover, claims service and added value / innovation) criteria. Please
pay attention to the requirements of these documents when submitting your bid.

Please note that all evaluation and scoring will be undertaken jointly by Aon and the Authority.

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Evaluation Criteria – Non Engineering Classes

Criteria Weighting
Price
Maximum points will be awarded to the lowest priced bidder taking into account 60%
any Long Term Agreement discounts. A formula will be used to adjust the
scores of all remaining bidders to reflect the percentage difference in prices
Cover
Marks will be awarded for insurers able to offer cover as per the specification.
Reductions will be made for areas where the insurer is unable to meet the full
requirements of the specification and I or onerous policy conditions and
exclusions are applicable 20%
If there are serious omissions in the policy cover no points will be
awarded and the tender will be rejected. An example of this might be if
there is no cover provided for storm or flood.
All bidders are required to include a document which compares the cover they
are offering against the cover being requested within this specification
Claims Service
This will be evaluated against the criteria shown within this Tender Document.
Scores will be adjusted to take into account the difference between the services 15%
offered and those requested together with the quality of claims and the claims
management data available.
Added Value and Innovation 5%
Total 100%

Scores will be allocated according to the above weighting. A total of 1000 points will be available.

Each of the criteria detailed above will be scored as follows:

Criteria Maximum Score

Price
Maximum points will be given to the bidder offering the lowest premium.
600
Points will be adjusted on a percentage basis for all other bidders. Any bids
more than 100% more expensive than the cheapest bid will receive 0 points.

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Cover
Full points will be awarded where a bidder meets ALL of the requirements of
the specification.
Points will be deducted for any areas where an insurer is unable to offer cover
exactly as requested.
Points will be taken off in multiples of 10. Minor differences in cover will result in
a 10 point reduction; major differences in cover will result in up to 100 points
being deducted. The precise deduction will be based upon the perceived
impact that any difference may have on the Authority.
200
Example of a minor difference: Cover for landscape gardens being £15,000
when £20,000 was requested.
Example of a major difference: A £10,000 excess being applied where a £1,000
excess was requested.

If a bid is deemed to contain serious omissions which will expose the Authority
to excessive risk/cost, it may be rejected. An example of this may be that no
Fire peril is offered.

Claims Handling
All bidders are to include a claims handling method statement. This must
address all of the issues listed in the specification below.
Points will be deducted for any areas where an insurer is unable to offer the
service exactly as requested.
150
The value of points deducted will be based upon the potential impact of any
difference in the service offered.

Added Value and Innovation

50
Points will be awarded for inclusion of the following items:
Rate guarantee
10
Low claims rebate
10
Risk Management Services/Bursary
10
Training Services
10
Set out appropriate ideas and solutions that could support the Council in
10
meeting its social, economic and environmental responsibilities
Total 1000

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Claims Handling Requirements 15%
All bidders must include a claims handling method statement. This must include:
Requirement
Details of staff who will be undertaking
claims handling for the Authority.
This must include contact details, reporting
lines, claims case load numbers and
experience/qualifications.
Robust Defence of Claims
Claims Handling “Cradle to Grave”
Details of reserving philosophy
Management Information
Communication / Correspondence
Allocation Measure
Insurers must provide at least one named
contact for each Lot being quoted for.
Claims handlers must be able to
20 demonstrate relevant experience.
Claims case load numbers must not be
excessive.
How do you ensure that claims are
robustly defended?
50 State your capabilities for responding to
claims via the portal. What criteria do you
use for determining which claims you
defend?
You must outline in practical terms how a
claim is processed from First Notification
20
of Loss (FNOL) stage through to final
settlement
Full points will be awarded where a
realistic reserving philosophy is adopted.
10
Open claims are reviewed every 3
months and reserves are updated.
Details of claims analytics that can be
provided e.g. value of claims / cause of
claims / notification & closure analysis /
20
monthly movement of claims / recovery
amounts / reporting periods etc.
New claims are recorded and
acknowledged within 48 hours
Telephone calls are returned within 24
hours
20
Written correspondence is dealt with
within 5 working days
Legal proceedings are allocated on the
working day of receipt.
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You must be clear on which organisation

is responsible for handling claims. This
should include details of any claims which
might be handled overseas. To what
Internal / Outsourcing of the Claims extent is the claims handling function
10
Administration Function provided in-house or outsourced? If the
claims handling function is undertaken by
a third party but overseen by the insurer
how are Service Levels maintained /
monitored?

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Evaluation Criteria – Engineering Insurance and

Inspection
Criteria Weighting
Price
Maximum points will be awarded to the lowest priced bidder taking into
account any Long Term Agreements. A formula will be used to adjust the 50%
scores of all remaining bidders to reflect the percentage difference in
prices.
Engineering Inspection Service
Full marks will be awarded to those able to offer the full range of services 30%
as per the specification below.
Cover
Marks will be awarded for insurers able to offer cover as per the
specification. Reductions will be made for areas where the insurer is unable
to meet the full requirements of the specification and I or onerous policy
conditions and exclusions are applicable.
If there are serious omissions in the policy cover no points will be 10%
awarded and the tender will be rejected. An example of this might be
if there is no cover provided for storm or flood.
All bidders are required to include a document which compares the cover
they are offering against the cover being requested within this specification

Administration and Added Value Support

Marks will be awarded for quality of documentation and the ease of the
10%
administration process together with any added value support offered.

Total 100%

Scores will be allocated according to the above weighting. A total of 1000 points will be available.

Each of the criteria detailed above will be scored as follows:

Criteria Maximum Score

Price
Maximum points will be given to the bidder offering the lowest premium.
500
Points will be adjusted on a percentage basis for all other bidders. Any bids
more than 100% more expensive than the cheapest bid will receive 0 points.
Cover
Full points will be awarded where a bidder meets ALL of the requirements of
the specification.
Points will be deducted for any areas where an insurer is unable to offer cover
exactly as requested.
Points will be taken off in multiples of 10. Minor differences in cover will result in 100
a 10 point reduction, major differences in cover will result in up to 100 points
being deducted. The precise deduction will be based upon the perceived
impact that any difference may have on the Authority.
If a bid is deemed to contain serious omissions which will expose the Authority
to excessive risk/cost, it may be rejected.

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Engineering Inspection Service

All bidders are to include an engineering inspection service method statement.

This must address all of the following points:

Please provide evidence of the percentage of inspection undertaken on time
(50 points)
Single point of contact to resolve queries and requests for information (100
points) 300
Please confirm that all work will be undertaken in house and that no
subcontractors will be used (20 points)
Please provide details of the staff you will use to service this contract along with
details of your staffing resources and resilience. (100 points)
Please provide details of the qualifications and training which apply to your
inspection engineers (100 Points)
Please provide confirmation that all work would be undertaken during standard
working hours and that no overtime fees will apply (30)
Administration and Added Value Support
Electronic Reporting Portal (e.g. ability to view advance inspections; ability to 40
download data into Excel; access to reports; ability to drill down to
location/department/types of plant etc.)

Risk Management Support and Advice

40
Policy Enhancements
10
Set out appropriate ideas and solutions that could support the Council in
meeting its social, economic and environmental responsibilities 10
Total 1000

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UNDERWRITING INFORMATION

The following Pages include underwriting information for the undernoted classes of risk.

Where claims have occurred, the confirmed experience is included in the relevant Appendix.

CLASS OF RISK

Lot 1 - Material Damage

Lot 1 - Business Interruption
Lot 1 - Money
Lot 1 - All Risks
Lot 2 - Contract Works
Lot 3 - Computer
Lot 4 - Employers Liability / Public/Products Liability / Officials Indemnity
Lot 5 - Motor Fleet
Lot 6 - Crime
Lot 7 - Personal Accident/Travel
Lot 8 - Engineering Inspection and Insurance
Lot 9 -Terrorism
Lot 10 - Package Quote

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Lot 1 – a) Property Insurance - Material Damage

Property Insured

Item No. Item Description Declared Values Perils Applicable

£

1 Commercial Properties 19,428,000 See table on following page

2 Municipal Properties 84,842,050 See table on following page
3 Beach Properties including 1,627,454 See table on following page
Contents
4 General Housing 205,471,576 See table on following page

5 Housing Leasehold properties 979,238 See table on following page

6 Housing shared ownership 2,458,141 See table on following page
properties (DIYSO)
7 Contents 12,726,308 See table on following page

Please refer to appendix 4 for property schedules.

Item 4: General Housing is split as follows:

Flats & Bedsits: £78,735,498
Houses: £122,116,078
Garages: £4,620,000

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Perils covered by type of property

Housing Properties Municipal and Commercial Other

INSURED PERILS GENERAL LEASEHOLD SHARED GENERAL COMMERCIAL BEACH CONTENTS
HOUSING HOUSING OWNERSHIP PROPERTIES PROPERTIES PROPERTIES
HOUSING
Fire       
Lightning       
Explosion       
Aircraft       
Riot & Civil
Commotion
      
Malicious Persons       
Earthquake       
Subterranean Fire       
Spontaneous
Fermentation /       
Heating *
Storm      
Flood      
Escape of Water       
Impact       
Sprinkler Leakage
Theft    
Breakage or
Collapse of Aerials
  
Accidental Breakage
of Fixed Glass and   
Fixed Sanitaryware
Accidental Damage
to Supply Pipes and   
Cables
Falling Trees   
Leakage of Oil   
Subsidence * 
Accidental Damage 

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Excesses

Item Excess
General Housing Properties £5,000
Housing Leasehold Properties £100
Housing Shared Ownership (DIYSO) £1,000 - Subsidence

£100 - Malicious Persons, Storm, Flood, Escape

of Water, Falling Trees

Nil – Fire, Lightning, Explosion, Aircraft, Riot &

Civil Commotion, Earthquake, Subterranean Fire,
Spontaneous Fermentation / Heating, Impact,
Sprinkler Leakage, Theft, Breakage or Collapse of
Aerials, Accidental Breakage of Fixed Glass and
Fixed Sanitaryware, Accidental Damage to Supply
Pipes and Cables, Falling Trees, Leakage of Oil,
Accidental Damage

Commercial Properties £5,000

Municipal Properties £5,000
Beach Properties £5,000
Contents £5,000

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Listed Properties
The Redoubt – Main Road, Harwich
High Lighthouse – West Street, Harwich
Low Lighthouse – Harwich Green, Harwich
2 Leading Lights and Causeway, Dovercourt
3 Martello Towers along Clacton Seafront
Beacon Hill Fort – Barrack Lane, Harwich
Quayside Court, Harwich
Treadwheel Crane – Harwich Green, Harwich
Bateman’s Tower, Brightlingsea
Clacton Seafront Gardens and Shelters
Town Hall, Clacton
Princes Theatre, Clacton

Definitions
Buildings shall mean buildings including:
(a) landlords’ fixtures and fittings;
(b) outbuildings;
(c) walls, gates and fences;
(d) piping, ducting, cables, wires and associated control gear and accessories on the
Premises and extending to the public mains, but only to the extent that the Insured is
responsible; and
(e) yards and car-parks.

The property of the Insured or for which the Insured is responsible.

Territorial Limits
Great Britain Northern Ireland the Isle of Man and the Channel Islands but restricted to Great Britain
for any applicable Terrorism Extension

Jurisdiction
Law of England and Wales

Basis of Loss Settlement

Buildings and Contents- Reinstatement Day One 115% Non- Adjustable

Principal Extensions
Material Damage
 72 hour provision
 Automatic Acquisitions
 Automatic Reinstatement following Loss Clause
 Capital Additions £10,000,000
 Contracting Purchaser
 Clearing of Drains and Gutters.
 Decontamination & Clean Up
 Debris Removal Costs

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 Directors’, employees’, pupils’, visitors’ and customers’ personal effects - £500 per person
 Documents in Transit £1,000
 European Union and Public Authority 15% Requirements (including Undamaged Property)
 Fire Extinguishing Expenses
 Fire Brigade Charges
 Glass and Sanitary Ware
 Inadvertent Omission to Insure
 Involuntary Betterment
 Interest –Mortgagers/Freeholder and Lessor – Buildings
 JCT or Equivalent Contract Conditions
 Keys & Locks £5,000
 Landscaped Grounds
 Loss Minimisation and Prevention Expenditure
 Metered Utilities £25,000
 Motor Vehicles Own Premises only
 Non-invalidation
 Professional Fees
 Refilling of fire extinguishers and cost of resetting fire alarms
 Repairs & Alterations
 Sue and Labour
 Surfaces and underground services
 Temporary Removal including Deeds and Documents
 Temporary Repairs
 Theft – Damage to Buildings including theft of lead
 Trace and Access
 Walls, gates, fences
 Workmen

We will assume all above included in your quotation unless informed otherwise.

Additional Quotes Required

1. Please quote with and without Subsidence cover on all properties
2. Commercial Properties: please also quote with a £500 excess

Photos of key locations are provided in Appendix 6 – to follow.

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CLAIMS

Please see appendix 5

Property Claims Experience

Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 55,491 0.00 15 55,491

2007-2008 18,312 0.00 10 18,312

2008-2009 14,788 0.00 8 14,788

2009-2010 101,862 0.00 5 101,862

2010-2011 18,545 0.00 7 18,545

2011-2012 280,627 0.00 11 280,627

2012-2013 14,628 0.00 8 14,628

2013-2014 107,543 160,726 18 268,269

2014-2015 7,242 0 6 7,242

2015-2016 1,745 48,475 2 48,475

Total 620,783 209,201 90 828,239

Large Loss Information

5.2.14. Gas Explosion at residential premises £61,278 paid and £159,000 (outstanding). The forensic
report has concluded that on the balance of probability the explosion was caused by a portable gas cylinder
(heater) supplied by tenant. It is highly unlikely that there was any negligence on behalf of Tendring District
Council.

7.12.11. A contractor was using a blow torch on the roof of a building owned by Tendring District Council.
Unfortunately this caused a fire which spread to three neighbouring properties. £268,312.79 (paid).

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Additional Information
Does the Council have a maintenance programme
for all of its properties? If yes, please provide
details.
Details of protections present e.g. sprinklers,
security / fire alarms, fire suppression etc. Key
locations only if no other details available.
Do you have a housing estate inspection
programme for pathways, fencing, walls, trees,
etc.?
Has an asbestos survey been carried out on all
housing stock
FLOOD DEFENCES
1. Does the Council have any areas that are liable to flooding?
If so, then please identify these areas below:
There are areas of the Tendring District at risk from Coastal flooding. Because of this the authority
is registered with the Environment Agency Flood Line Warning Direct service and has 24/7/365
arrangement in place, should Flood Alerts or Flood Warnings reach our thresholds for initiating a
response.
Planned works for sites:- Town Hall, Westleigh
House, Council Tax/Barnes House, Northbourne
Depot, Weeley unless stated at the side of each
item
Boiler Maintenance
Security – Fire Alarms/Intruder Alarms/Door Access
CCTV – Town Hall/Council Tax/Northbourne Depot
Air Conditioning Maintenance
Lightning Protection – Town Hall
Passenger Lift Maintenance – Council Tax/Stair Lift
Maintenance – Weeley
Generator Maintenance – Barnes House
Sump Pump Maintenance – Town Hall/Weeley
Automated Door – Town Hall/Council Tax/Weeley
BMS Maintenance (system that enables us to
control our heating at Town Hall/Weeley
Electrical Periodic Inspections
Gutter/Drain maintenance
Day to day reactive maintenance works carried out
as and when required.
We have fire alarms at all office accommodation
sites – we are currently in the process of going out
to tender to upgrade our current fire alarm system
from a L3/L4 system to a L1/L2 system.
IT suite – Town Hall – The IT area on the ground
floor has a FM200 Fire Suppressant System - there
is also an underfloor leak detection system. The IT
suite has its own fire alarm system which links back
to the main fire alarm panel for this building.
Yes
Yes
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It is not possible to predict where breaches may occur, and those areas of the sea defence which
protect property and land behind them from flooding are the responsibility of the Environment
Agency (EA). Tendring District Council would liaise with the EA should any assistance be
required.

2. Have there been any incidents of flooding in the last 25 years? YES

If so, then please summarise these incidents below:

Tidal surge in 2013
3. Does the area have satisfactory defences against floods? YES

If yes, please provide details below:

Flood defences are managed by the Environment Agency
4. Do you have any emergency procedures to deal with shore up flood defences if necessary? YES

If yes, please provide details below:

SEE ABOVE

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Management of risk
 There is a clear commitment from Senior Management to the management of risk across the
organisation.
 The Council has in place a formal departmental risk process, a corporate risk process that is
managed via at Board level and the Council’s Audit Committee.
 A number of Officer’s within the Council have specific responsibilities such as health and
safety and security etc.

Fire Safety Management

 Fire evacuation procedures in place.
 The above are tested on a regular basis (twice yearly).
 Fire alarms tested weekly.
 Annual maintenance programme for fire alarm system.
 Fire risk assessments are undertaken in conjunction with the Health and safety officer.
 Fire Risk Assessments are completed by a competent person within the authority with actions
taken as necessary and an annual audit is carried out by the Council’s Health and Safety
Officer.
 Fire safety checks are carried out by our contractor. Visual inspections are also carried out as
part of the weekly fire alarm testing procedure.
 A record keeping process is in place.
 Fire safety training has historically been carried out.
 Fire drills are undertaken on a regular basis (twice yearly). These are timed and observations
documented.
 Hot work permits are issued by the in-house Facilities Management Team.
 The hot work permits process includes written instructions to what the Council would
reasonably expect.
 A Council Officer would monitor the works.
 Procurement Process includes:
 Subject to value of contract, a pre-qualification questionnaire process is carried out that
includes insurance / indemnity limits and seeks references that would cover the competency
of the contractor.
 The higher the value of the contract, the Council would appoint a ‘contract manger’ to oversee
all aspects of the works.
 Checking of insurance certificates etc. would form part of the formal engagement of
contractors which would also form part of the internal audit process undertaken by the
Council’s in-house audit team which would cover all aspects of the contracting process.

Fire Inception Hazards

 There is a planned maintenance inspection and servicing process.
 Electrical installation inspections are carried out every 5 years by a competent contractor.
 Any reports of faults or issues with the electrical system are dealt with promptly.
 The Facilities Management service would collate the outcomes from the various inspections
regimes / processes and submit requests to replace etc. as part of the annual budget setting
process.

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 There are records demonstrating capital commitments made over the last 10 years.
 Electrical Installations are up to the necessary / modern standards within the Council’s
operational buildings.
 Heating and cooling systems are inspected under annual maintenance contracts by a
competent contractor.
 Portable heaters are used in a number of the Council’s operational buildings. They would
however be subject to an annual portable appliance electrical test. There are no overall
controls in place.
 There are no strict controls in place. However they are subject to the annual electrical
appliance testing regime that is fully documented.
 There is no smoking allowed on site which is strictly enforced with any breaches dealt with
under disciplinary procedures.
 Highly flammable liquids, bottled gases and chemicals stored at Council depot where the
necessary actions are in place such as caged storage of gas bottles and a secure chemical
store.
 All fire alarms are remotely monitored by an external organisation.
 Fire detection is in place across the Council’s operational buildings that meets the risk
assessments for the relevant locations. The IT suite in the Town Hall has a fire suppression
system installed.
 No sprinkler systems are installed.
 Fire extinguishers and blankets are installed and maintained under an annual maintenance
contract.
 Insurance requirements / standards would be met such as areas where cash is handled /
stored.
 Access controls are in place
 Intruder alarms are in place
 Panic buttons fitted where necessary
 Council Tax offices and Town Hall have CCTV installed.
 Waste and external combustible storage controls are in place such as specific storage areas
away from buildings where possible and a regular collection regime is in place.

Water Risks
 Water tanks have been removed where possible with direct water feeds in place to limit the
storage of water. Where tanks have been kept, they have been upgrade to modern fibreglass
replacements.
 There are leak detection systems within the IT suite in the Town Hall.
 Gutters and downpipes cleared twice a year.
 Lightning protection is in place at the Town Hall and Council Tax offices
 The general maintenance regime including an annual condition survey supports the
identification of required remedial works.
 There is no high risk of flooding at any of the Council’s operational / office buildings.

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Vacant Properties
 Activities are carried out such as boarding up, maintaining fire alarms and intruder alarms.
The policy also includes isolating water and electrical systems. In certain locations the
Council uses manned securing to carry out regular controls.

Business Continuity Plan

 The Council does have a business continuity plan in place and it is currently carrying out a
review of the entire plan

Non Standard Construction

There are a number of housing properties which might be termed “non-standard”. These include
Cornish Type 1, Unity and Airey Homes. Please refer to Appendix 15 for details.

There is also a toilet block in Frinton on Sea that has a thatched roof.

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Lot 1 – b) - Business Interruption

Cover
Any additional expenditure necessarily and reasonably incurred for the sole purpose of avoiding or
diminishing the interruption of or interference with the business
Loss of Revenue and Rent Receivable

Sums Insured/perils/Indemnity Period

Maximum
Item Indemnity
Item Description Sum Insured (£) Perils Applicable
No Period
(months)
1 Additional Expenditure 2,000,000 See table on 24 Months
(First Loss) following page

2 Rent receivable (Beach Huts, 266,670 See table on 36 Months

Shops, Kiosks) following page
3 Rent receivable(Housing 859,853 See table on 36 Months
Properties) following page

Excess
Nil

Principal Clauses
 Alternative Premises
 Automatic Reinstatement of Sum Insured following Loss
 Denial of Access
 Departmental Clause
 Fines & Penalties
 Infectious diseases & other health risks
 Murder/Suicide/Rape
 Payments on Account Clause
 Prevention of Access
 Prevention of Access (Non-Damage) – Bomb Scare
 Professional Accountants Clause
 Public Utilities including telecommunications 100% (terminal ends)

We will assume all above included in your quotation unless informed otherwise.

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Perils covered by type of property

INSURED PERILS Additional Expenditure Rent receivable (Beach Rent receivable

Huts, Ships, Kiosks) (Housing)
Fire   

Lightning   

Explosion   

Aircraft   

Riot & Civil Commotion   

Malicious Persons   

Earthquake   

Subterranean Fire   
Spontaneous   
Fermentation / Heating
Storm  

Flood  

Escape of Water   

Impact   

Sprinkler Leakage
Theft
Breakage or Collapse of 
Aerials
Accidental Breakage of
Fixed Glass and Fixed 
Sanitaryware
Accidental Damage to
Supply Pipes and 
Cables
Falling Trees 

Leakage of Oil 

Subsidence
Accidental Damage

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Claims Experience
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

Additional Quotes Required

• Please provide a quote for Additional Expenditure at £5,000,000 / 36 Months

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Lot 1 – c) Money
Cover
All Risks of loss of money belonging to the insured or for which they are responsible.
Definitions
A Negotiable Money shall mean cash, bank and currency notes, coins, uncrossed cheques,
uncrossed traveller’s cheques, uncrossed Giro cheques, uncrossed postal orders, uncrossed
money orders, bankers’ drafts, Giro drafts, current postage stamps, unattached National
Insurance stamps, National Savings and Holidays with Pay stamps, luncheon vouchers, trading
stamps, gift tokens, consumer redemption vouchers, travel tickets and warrants for use by
directors, partners or employees, vouchers, securities for money, stocks, shares, bonds,
belonging to the Insured or for which they are responsible.
And
B Non-negotiable Money shall mean crossed cheques, crossed Giro cheques, crossed postal
orders, crossed money orders, crossed Giro drafts, unexpired units in franking machines,
stamped National Insurance cards, National Savings certificates, Premium Bonds, VAT purchase
invoices, belonging to the Insured or for which they are responsible.
To include Damage to:

(a) Money;
(b) safes or strongrooms which usually contain Money caused by theft or attempted theft;
(c) bags or other containers used for the carrying of Money:
(i) at the Premises; or
(ii) away from the Premises for the purpose of carrying Money;
(d) clothing and personal effects belonging to the Insured or any director, partner or employee of the
Insured resulting from an assault during the theft or attempted theft of Money.
e) PA/Assault - £10,000/£100 per week

Limits

1 Loss of non-negotiable money in the situations specified in the Definitions £50,000

2 Loss of other money in transit in the custody of employees, or in transit by £20,000
registered post, or in bank night safe
3 Loss of other money in the transit in the custody or control of a security £20,000
company or similar organisation
4 Loss of other money in the premises in locked safes or strong rooms £50,000
5 Loss of other money in the premises, in locked receptacles (other than £250
safes or strong rooms)
6 Loss of other money in the private residence of any employee £250
7 Open cheques bearing the facsimile signature of an Authorised Officer of £1,000 any one
the insured being issued or put into circulation without the authority of the cheque
insured (£10,000 any
one period of
insurance)
8 Crossed Cheques bearing the facsimile signature of an Authorised Officer £10,000 any
being issued or put into circulation without authority one cheque
(£50,000 any
one period of
insurance)

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Additional Information
The only cheques that are cashed are the ones the rent collector cashes at Lloyds to provide petty
cash float for one of our Payments Officers, the limit on that is £1,000 in any one month, so max of
£12,000 a year.
The requested safe limit of £50,000 is merely to cater for the Air Show which takes place in August
each year. Typically the amount of cash stored is much lower. The safe is a Chubb Safe Sovereign
III SZ4 SN164812 & CHUBB TDR SAFE – SECOND STRENGTH.

Cover for money in car park ticket machines is not required.

Excess
£ Nil each and every claim

Claims Information
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Lot 1 – d) All Risks

Cover
All Risks of physical loss of or damage to the Property Insured, including Terrorism.

Property Insured
Various Services provided by the Council – See Appendix 7 for schedules

Total Sum Insured

£2,680,537

Deductible
£100

GEOGRAPHICAL LIMITS
United Kingdom

Clauses
Automatic Reinstatement of Sum Insured

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Claims
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Lot 2 Contract Works

Description of Service and Cover
Contract Works being the permanent and temporary works including offsite storage and transit to &
from the contract site.

All Risks cover to apply.

Sum Insured
Estimated Annual Value of Contract Works £1,170,000
Limit any one Contract £1,000,000

Maximum Contract Period

12 Months

Geographical Limits
United Kingdom

Excess
£250 in respect of Storm, Flood, Escape of water and Impact Own Vehicle
£500 in respect of Malicious Damage and Theft
£1,000 subsidence

Extensions
 European Union and Public Authorities Clause
 Debris removal costs
 Expediting Costs
 Prevention or Loss Mitigation Costs
 Engineers fees for repair investigations or tests following an incident


Known Contracts for 2016/2017

Frinton and Walton Pool £833,000 Extension 145m2 Nil Timber
Windmill Villas £337,000 Rebuilding 2 3 bed Semi homes and garages 254m2

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Claims Experience
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Lot 3 - Computer
Cover
1 Loss of or damage to Computer and Ancillary Equipment
Indemnity against loss or damage to the hardware (including both computer equipment and portable
computer equipment) detailed in the schedule in consequence of an accident whilst at the premises of
the Insured

2 – Reinstatement of Data
Cost of reinstating data lost or damaged in consequence of an accident

3 – Additional Expenditure
Additional expenditure necessarily and reasonably incurred for an interference or interruption to the
business, as a result of an accident, procuring during the period of insurance

4 – Virus Hacking and Denial of Service Attack

(a) Loss or damage to hardware insured under Section 1
(b) Costs incurred in Reinstatement of Data insured under Section 2
(c) Increased costs of Working insured Section 3
Resulting from Virus or similar mechanism, hacking and/or denial of access.

Sums Insured
1. Hardware

Item Description Sum Insured (£)

Computer Equipment 2,050,750

Portable Computer Equipment 118,200

2. Reinstatement of Data

Item Description Sum Insured (£) Maximum

Indemnity Period
months
Reinstatement of Data 512,600 12 Months

3. Business Interruption

Item Description Sum Insured (£) Maximum

Indemnity Period
months
Additional Expenditure 204,150 12 Months

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4. Virus or Similar Mechanism

Item Description Sum Insured (£)

Virus or Similar Mechanism £68,750 any one Period of Insurance

Please see appendix 14 for computer locations

Principal Extensions
 Loss Avoidance Measures
 Automatic Reinstatement
 Expediting Costs
 Repair Costs Investigation
 Waiver of Subrogation Rights
 Virus Seek and Destroy Costs
 Automatic cover – 25% of the sum insured for computer equipment or Portable Computer
Equipment at any one premises or £300,000 whichever is the lesser
 Waste Electrical and Electronic Equipment Directive - £25,000
 Temporary Removal (anywhere in the world, including in transit by sea or air but only whilst in the
care, custody and control of the Insured and does not apply to portable equipment) - £50,000
 Portable Computer Equipment (worldwide cover including transit by air or sea) – Up to the sum
insured,
 Gas Flooding Systems - £25,000 in the annual aggregate
 Incompatibility of Records – 50% of the aggregate sum insured under Section 1 and Section 2 or
£50,000 whichever is the lesser
 Research and Development Costs - £25,000
 Auditors Fees
 Additional Rent Charge - £25,000 in the annual aggregate
 Residual Breakdown cover - Maintenance agreement to be in place

We will assume all above included in your quotation unless informed otherwise.

Excess
£100 each and every claim

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Claims Experience
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Location of computer accumulations over £500,000 including details of fire

suppression and security arrangements.
CLACTON TOWN HALL COMPUTER SUITE (CO15 1SE)
Access to non-public areas of Council buildings continues to be controlled by an electronic swipe card
system with a formally managed procedure for the control of entry cards. The access criteria are
reviewed on a regular basis.

The secure computer room hosts the majority of the IT infrastructure (including servers, firewalls,
intrusion detection systems & Core network switches). This secure environment is protected by a
separate Access Control System (authorised users are reviewed every 6 months). Doors remain
locked in the event of a fire alarm (any users within the secure room can safely exit the room in an
emergency). UPS, Air Conditioning, Water Detection, intruder alarm and FM200 Fire Suppressant
Systems also exist and are regularly maintained.

All security systems are remotely monitored 24x7 by a 3rd party organisation with a call out list in
place to respond to incidents & alarms. There is signage clearly identifying the area as RESTRICTED
and access is granted to authorised personnel only. The Computer Room Access procedure is
reviewed annually and 3rd party contractors are required to read and agree (by signing) the access
terms and conditions.

All equipment that technically requires to be hosted at remote sites is protected by the following
controls:-

- Access control system to prevent unauthorised access

- All infrastructure is hosted in non-public areas
- All equipment is hosted in locked cabinets

Access to all non-public areas of the Council buildings is controlled by a swipe card system with a
process for reviewing access criteria on a regular basis. The process for managing employee joiners,
leavers and movers also includes notification to the resource responsible for managing this access
review.

Buildings are zoned and access is granted in accordance with authorised business need.

There is clear signage identifying RESTRICTED areas with access to authorised personnel only.

Deliveries of mail and goods, etc. do not require access to RESTRICTED areas.
All security incidents are reported in line with our documented security event and incident
management procedure which meets the requirements of the PSN incident management process.
In addition, users have accounts with the least privilege. Privileged accounts are only used for activity
that requires that level of privilege following determination of a clear business need, approval by the
users’ line manager and authorisation by a manager from the Council's Corporate IT Team.

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Lot 4 Casualty
OVERVIEW OF LIMITS
Employers’ Liability £25m Each and every Event
Public Liability £20m Each and every Event
Products Liability £20m Each and every Event and in the aggregate any
one period of insurance
Libel & Slander £1,000,000
Land Charges £5,000,000
Public Health Act £5,000,000
Officials Indemnity £5,000,000

OVERVIEW OF DEDUCTIBLES:-
Employers’ Liability £Nil
Public Liability £1,000
Products Liability £1,000
Libel & Slander £5,000
Land Charges £1,000
Public Health Act £1,000
Officials Indemnity £1,000

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Lot 4 – a) Employers' Liability

Description of Cover
Indemnity to the Insured subject to the Limit of Indemnity stated in the Schedule against legal liability
to pay Compensation for Bodily Injury sustained by any Employee arising out of and in the course of
employment with the Insured in connection with the Business and caused during the Period of
Insurance within

(a) Great Britain, Northern Ireland, the Isle of Man or the Channel Islands and offshore installations in
territorial waters around Great Britain and its continental shelf

(b) elsewhere in the world where any Employee normally resident in the territories stated in (a) above
is temporarily working in connection with the Business

Limits of Indemnity
£25,000,000 each and every occurrence

Deductible
£Nil

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Extensions
 Corporate Manslaughter and Corporate Homicide Act 2007 defence costs
 Court Attendance Costs - £500 per day
 Health and Safety at Work Defence Costs
 Indemnity to Other Persons
 Unsatisfied Court Judgments
 Terrorism - £5,000,000
 Returning Officer / Deputies and appointed person
 TUPE Regulations 2006

We will assume all above included in your quotation unless informed otherwise.

WAGEROLL including Historic Wageroll

Year Total Annual Wages/Salaries £ Number of Employees

2006 - 2007 11,329,094 632
2007 - 2008 11,599,269 626

2008 - 2009 11,874 747 646

2009 -2010 12,436,072 640

2010 - 2011 11,370,266 616

2011 - 2012 10,349 697 559

2012 - 2013 9,556 204 529

2013 - 2014 11,022 242 529

2014 - 2015 10,269 277 524

2015 - 2016 10,272 941 517

2014/15 Wages Split

Forthcoming
Forthcoming Annual Period
Annual Period
Category Estimated Wages & Salaries
No of
£
Employees
Manual staff 52 1,026 927
Non-manual staff (clerical) 477 9,242 349
Total 524 10,269 277

2015/16 Wages Split

Forthcoming
Forthcoming Annual Period
Annual Period
Category Estimated Wages & Salaries
No of
£
Employees
Manual staff 51 1,027 294
Non-manual staff (clerical) 466 9,245 647
Total 517 10,272 942

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Employer’s Liability Tracing Office

ERN/PAYE Reference 245 KT13

Locations Information:

1) Maximum number of employees at any one location – Town Hall - 151

Additional information

Do you have/have you had an employee asbestos N/A

removal team working in-house either for licensed
and/or unlicensed work? If so, how many
employees are/were involved and how long has
this Team been operating/how long was this
Team operating?

Does the Council carry out any work on behalf of N/A

any other organisation? If yes please supply
details

Does the Council second any staff to other N/A

organisation? If yes please supply details

Details of any trading company owned or N/A

operated by the Council

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Claims Experience

Employer’s Liability Claims Experience

Claims Outstanding
Policy Year Total No Claims Amount paid (£) Total (£)
Amount (£)
2006 - 2007 2 0.00 0.00 0.00
2007 - 2008 2 21,092 0.00 21,092
2008 - 2009 3 37,213 0.00 37,213
2009 -2010 1 0.00 0.00 0.00
2010 – 2011 0 0.00 0.00 0.00
2011 – 2012 0 0.00 0.00 0.00
2012 – 2013 0 0.00 0.00 0.00
2013 – 2014 1 0.00 0.00 0.00
2014 – 2015 0 0.00 0.00 0.00
2015 – 2016
(to 0 0.00 0.00 0.00
12/02/2016)
Total 9 58,305 0 58,305

Large Claims over £50,000

None

Please see individual claims listings – Appendix 8 – for further details

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Risk assessments and staff training.

Yes No
A Are all staff trained in the following :
- Manual handling YES
- Managing violence and aggression YES-Conflict
resolution
training.
- De-escalation YES-Conflict
resolution
training.
B Is refresher training in self-defence, de-escalation techniques YES de-
and restraint techniques provided at least every 3 years? escalation only
C Has a risk assessment of assault on staff by service users YES Lone
been completed? working
D Have all identified actions arising from the risk assessment YES
been implemented?
E Is the risk assessment subject to review at least every 3 years YES
or whenever a material change in risk is identified?
F Is a procedure in place defining how staff experiencing an YES Mobile
assault can call for assistance and how that call for assistance phone or
is responded to? Skyguard
MYSOS unit
G Is a procedure in place to ensure that risk assessments and YES Managers
any updates to such assessments are communicated to all responsibility
relevant staff?
H Does documentary evidence exist, is it maintained and is it
securely retained for a period of at least 5 years
YES where
council work
- Service user risk assessments
affects service
users
YES by
- Training records for each individual member of staff
individuals
- Procedures for communication of service user risk YES managers
assessments and emergency response responsibility

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Lot 4 - b) Public / Products Liability

Cover
Legal Liability of the Council for accidental:-
a. Bodily injury (to include mental injury and/or anguish, stress, shock, bullying, and abuse) or death,
disease, illness, wrongful arrest, invasion of the right of privacy, wrongful detention, wrongful
imprisonment or wrongful eviction of any person (other than employees)
b. Loss of or damage to material property
i. Nuisance, trespass or interference with any easement, right of air, light, or waterway.
ii. Defects in goods manufactured, supplied, repaired, tested, serviced or processed by the
Council
all of which arise out of the Authority's functions and happening during the period of insurance,
including legal liability for claimants' costs and expenses.

Territorial Limits
Great Britain, Northern Ireland, the Isle of Man and the Channel Islands and provided the Employee is
normally resident therein in respect of non-manual activities temporarily elsewhere and in respect of
occurrences anywhere in the world caused by Products supplied from or worked upon in
Great Britain, Northern Ireland, the Isle of Man or the Channel Islands
All member countries of the European Community

Current Excesses
£1,000 each and every claim
£Nil in respect of Hirers Liability
£5,000 in respect of Libel and Slander
£1,000 in respect of Public Health Act

Limits of Indemnity
Public Liability – any one occurrence / unlimited in any one year of insurance £20,000,000
Products Liability – any one occurrence / in the aggregate £20,000,000
Pollution Legal Liability – any one occurrence and in the annual aggregate £20,000,000
Hirers Liability £2,000,000
Libel and Slander £1,000,000
Public Health Act £5,000,000

Extensions

• Corporate Manslaughter and Homicide Act 2007 Legal Defence Costs

• Injury to include invasion of the right to privacy, libel, slander or defamation of character
• Cross Liabilities Clause.
• Compensation for Court Attendance £200 per day.
• Legal Defence Costs re:
o Health and Safety at Work Act 1974.
o Consumer Protection Act 1987.
• Ownership, repair and maintenance of the Insured's own property.

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• Provision and management of canteen social sports and welfare organisations for the benefit
of any person employed and first aid.
• Overseas Personal Liability incurred by a Member, Senior Officer or Employee whilst during
the course of an overseas business journey.
• Defective Premises Act.
• Supply of goods and services to a third party which results in accident, bodily injury or
accidental damage to property.
• Returning Officers / deputies and appointed persons for all elections and referendums also
including canvassing, poll cards and all other electoral registration duties including cost of
holding another election
• Motor Contingent Liability
• Statutory clean- up costs
• Legionellosis
• Food Safety Act 1990
• Indemnity to Others/Principals
• Joint Liabilities
• Personal Liability
• Private duties
• Bailiffs under a contract of service
• Acquisitions
• Sports, welfare, social, canteen, education, first aid, fire and security (including bomb
searches when on own premises) activities including member to member liability

We will assume all above included in your quotation unless informed otherwise.

Additional Quotes Required

Public Liability / Products Liability / Pollution Liability £25,000,000

Public Health Act £1,000,000

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Claims Experience

Public Liability Claims Experience - Payments (Net of excess)

Total No Claims Outstanding

Policy Year Amount paid (£) Total (£)
Claims Amount (£)
2006 - 2007 18 92,469 0.00 92,469
2007 - 2008 13 259,949 0.00 259,949
2008 - 2009 15 7,918 0.00 7,918
2009 -2010 20 115,389 0.00 115,389
2010 – 2011 20 79,331 0.00 79,331
2011 – 2012 22 1,603,904 283,507 1,887,411
2012 – 2013 13 19,045 29,040 48,085
2013 – 2014 21 32,411 83,267 115,678
2014 – 2015 12 1,860 105,177 107,037
2015 – 2016
3 4,000 10,631 14,631
(to 12/02/2016)
Total 157 2,216,276 511,622 2,727,898

Large Claims over £50,000

20/10/2007 - WALTON ON NAZE / BRICKS FELL ON CLAIMANT – Paid £51,832

15/02/2008 - JFI/GOGGIN/TRIPPED OVER WEIGHT AT CLACTON LEISURE CENTRE. Paid

£117,087

7.12.11 – this is the Public Liability claim which flowed from the Property fire claim. A contractor was
using a blow torch and set fire to one of Tendring’s buildings which spread to neighbouring third party
property. We are awaiting further details but our understanding is that the Public Liability insurer of
the contractor refused to pay the claim citing a failure to adhere to policy conditions. As the contractor
was ultimately appointed by Tendring District Council, the Council were brought into the action and
were duty bound to settle the loss.

Please see individual claims listings and confirmed claims experience in Appendix 8.

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HIGHWAYS

1. Is there a detailed inventory of all relevant components of the roads asset? N/A
2. Is there a defined hierarchy for the entire network, including footpaths and cycle ways? N/A
3. Is there a robust framework of policies and objectives for the service? N/A
4. Is there a comprehensive asset management system for inspecting, recording, analysing, N/A
prioritising and programming maintenance works?
5a Is there a programme of safety inspections based on risk assessments undertaken? Carried YES
out annually at present on car parks
5b Is the inspection regime in accordance with the Well Maintained Code of Practice? Car Parks
If not, then please give a description of the current system of inspection and frequencies of are
inspections inspected
every six
months
5c Are your current investigatory levels in accordance with the Well Maintained Code of -
Practice?
If not, then please provide details

5d Are all Category 1 defects repaired or made safe within 24 hours? N/A

If not, then please give details of the procedures in place

6. Is there a system of inspection and maintenance for all trees on the highways and in parks? Highway
Trees belong
to Essex
County
Council and
Trees in
parks are
inspected
annually.
7. Do you have a testing and replacement programme for steel and concrete lamp columns? N/A
8. What is the Council’s success rate for repudiating Highways claims? N/A

9. Have you instigated any successful prosecutions for fraud in the past 12 months? N/A

10. Is the Council planning or expecting to change its method or parameters of inspection? N/A

11. Please confirm the budget figures relating to Highways for the following historic years and the N/A
forthcoming year:
12. Is there an under spend on highways budget? If so, please provide a detailed explanation N/A

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13. Is the budget allocated to the Council’s Highways Asset Management Plan sufficient to meet N/A
the objectives set, particularly those relating to and/or have an impact on network
serviceability and safety (e.g. resurfacing?)

If not, then what is the percentage shortfall?

14. What is the percentage budgetary split between reactive and proactive highways N/A
maintenance?

15. Is your highways function contracted out to a third party organisation? N/A

If so, please confirm:

a) the name of the company

b) the date upon which the function was contracted out
c) which party assumes responsibility for the payment of claim and is this outlined in a
signed agreement?
d) what limit of indemnity does the third party organisation have in place in respect of
Public & Products Liability?

LEGIONELLA

1. Please confirm that you comply with the Health and Safety Commissions Approved Code of YES
Practice Legionnaires Disease: the Control of Legionella Bacteria in Water Systems.
2. Have any incidences of Legionella been experienced at any of your premises within the last See below
12 years? If so, then please provide full details.

There was a case of a person suffering from legionella, possibly between 10 and 12 years ago, and that
Frinton and Walton Pool was identified as a possible source but this was never confirmed and no action
was ever taken against the council in relation to this. However, in-house investigations showed the
presence of legionella bacteria in the poolside showers which resulted in the showers and associated
plumbing being replaced and the entire plumbing system being checked for deadlegs etc. before being
disinfected and legionella controls being introduced.

3. How many of the premises you own/operate have cooling towers and evaporative 0
condensers? Please list these locations.
4. Please advise the frequency with which all water and humidification systems are checked by ANNUAL
a competent person and written risk assessments for Legionella are recorded.

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Lot 4 – c) Official’s Indemnity including Land

Charges

Cover
Official’s Indemnity
Indemnity to the insured for all sums which the insured shall become legally liable to pay as
compensation for financial loss occasioned by an error committed or alleged to have been committed
by any employee, which forms part of, or arises from, any powers conferred or duties placed upon
that employee, arising out of the performance and exercise of the insured’s statutory functions and
powers, in connection with the business occurring after the retroactive date stated in the schedule and
which is both first made as a claim against the insured and notified to the insurer during the period of
insurance.

Indemnity Limit
£5,000,000 any one claim and in the aggregate any one period

Excess
£1,000 each and every claim

Retroactive Date
Officials Indemnity – None

Extensions to be Included
 Bailiffs
 Indemnity to Other Persons
 Outside Entity
 Returning Officers
 Ultra Vires
 Data Protection Act
 Food Safety Act
 Certificates of Title
 Compensation for Court attendance - £500 per day
We will assume all above included in your quotation unless informed otherwise.

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1. What is the estimated total value of contracts to be let under the European & UK £2.1m
Procurement Regulations in the forthcoming year?
2. Does the Proposer have its own Procurement Department? Yes
If ‘Yes’, how many staff are employed therein? 2
Does the department heads/senior staff hold nationally recognised qualifications in No
Procurement? (Please give brief details below)
Specialist consultants are engaged where necessary to support the Council throughout the procurement
process – e.g. recent capital works for the replacement of cremators and major coast protection scheme.

3. Does the Proposer undertake Procurement on behalf of, or in joint venture or consortium No – nothing
or in collaborative purchasing agreements with, other bodies (e.g. other councils, police, material to
fire or NHS)? date
If ‘Yes’ Please give full details (including total values) and attach copies of any contracts/
agreements in force
4. Does the Proposer use external advisors in relation to the Procurement process? Yes
If ‘Yes’ Please give full details and attach copies of any contracts/ agreements in force

Please see response above – this is mainly in connection with specialist type work such as construction
etc.

5. Has the Proposer received any challenges to procurement in the last 3 years?
If ‘Yes’ Please give full details – A losing contractor for the £36m Coast Protection project objected to the
award of contract to a rival contractor. The Council’s Senior Legal Officer rebutted the claim and resolved
any outstanding issues successfully with the contractor with no further action taken.

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6. Does the Proposer use best procurement practices, meeting the requirements of the Yes – Procurement
procurement and equalities legislation? Processes are set
out in the Council’s
Constitution and
Procurement
Strategy
7. Health and Social Care Act
7a Have you appointed a Director of Public Health? N/A

7b Are you providing any direct public health services i.e. above and beyond N/A
commissioning?

7c Are you providing public health related services to any other authority? N/A
If so, please provide full details

7d Are you buying in any public health services from other authority? N/A

If so, please provide a summary and outline the procedures in place for the selection
and auditing of these services?

7e Data protection – have you a policy and system, in place in relation to Data Protection YES
and Data retention?

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Land Charges
All sums which the Authority may become legally liable to pay as damages and claimants costs and
expenses for financial loss arising from or in consequence of any act or omission in respect of
a) Information provided or made available on question of fact concerning land or building in respect
of which the Authority is required to maintain and does maintain a register or other records
b) Replies given to questions added to the approved printed form of enquiry and issued at the same
time as the search certificate provided always that such replies are given subject to a disclaimer
of liability in a form approved by the insurers

Indemnity Limit
£5,000,000 any one claim and in the aggregate any one period

Excess
£1,000 each and every claim

Retroactive Date
st
Land Charges – 1 July 2011

Rating Basis

Expiring Annual Forthcoming Annual

Period Figure Period Figure
Estimate of total Land Register Search
£185,000 £195,000
Fees to be collected during year

Current average fee per search £72 £75

Estimated number of searches 2,600 2,600

Alternative Quote
Land Charges £1,000,000 Limit of Indemnity

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Claims Experience
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Lot 5 - Motor Fleet

Description of Vehicles

Any motor vehicle the property of the Council or in their custody or control or for which they are legally
responsible including:-

Any self-propelled vehicle or plant belonging to or leased to the Insured or on permanent hire to them
but excluding Public Service Vehicles.

Any wheeled trailer for use with the foregoing whilst attached or detached.

Employees’ own vehicles are excluded unless otherwise stated

Cover – Section 1
Property damage to vehicles- Comprehensive

Loss of or damage to the insured vehicle including accessories caused by accidental means including
malicious damage by any person, fire, theft or attempt thereat

Cover – Section 2
Liability to third parties

Legal liability for death of or injury to third parties or damage to third party property, including legal
fees incurred

Indemnity Limits

Third Party Property Damage

£20,000,000 applicable to any Commercial Vehicle
£50,000,000 applicable to any Motor Car
£Unlimited bodily injury

Persons Permitted To Drive

Any authorised licensed driver.

Territorial Limits
a) The territorial limits (Great Britain, Northern Ireland the Isle of Man and the Channel Islands)
b) Any other member country of the European Union
c) Any other country in respect of which the Commission of the European Union is satisfied that
arrangements have been made to meet the requirements of Article 7(2) of the EU Directive on
insurance of civil liabilities arising from the use of motor vehicles (number 72/166/EEC)
d) Any other country but only during any period for which the insured has requested and the insurer
has agreed to extend cover for the use of the Vehicle in that country and during transit (including the
process of loading and unloading) by a recognised sea route not normally exceeding 65 hours
between ports within any country where cover is provided.

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Excess
Current Excess’s:

Theft £250 each & every claim

AD, Fire & W/S £250 each & every claim

Class of Use
1 Social, domestic and pleasure use by any person specifically authorised by the Insured to have
such use.
2 Use on the business of the Council.

Cover to Include
 Corporate Manslaughter defence costs
 Terrorism (Road Traffic Act requirements) - £5,000,000 third party property damage
 Indemnity to Personal Representatives
 Indemnity to Owner
 Joint Liabilities
 Indemnity to Principals
 Movement of third party vehicles
 Contingent Liability
 Medical Expenses - £500
 New for old replacement – 60% or if car stolen and not recovered within 30 days
 Temporary Hire Car replacement
 Glass repair – no excess applies
 Unlimited lock replacement
 Replacement child car seat, no excess applies
 Permanent entertainment and navigational equipment
 Personal possessions –
 Disability modification costs
 Emergency Treatment
 Personal Accident benefit
 Trailers whilst attached or detached for comprehensive cover
 Unauthorised use
 Foreign Use
 Hiring Agreements
 Uninsured Loss recovery – LOI £100,000
 Occasional Business Use – base on 207 journeys a year.

We will assume all above included in your quotation unless informed otherwise.

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SCHEDULE OF VEHICLES

Description Vehicle Numbers

2015/16
Private Cars 0
Refuse collection vehicles 0
Recycling collection vehicles 0
Street cleaning vehicles 0
Motorcycles and mopeds 0
Trade Plates 0
Registered Mobile Plant & Equipment 18
Non-Registered Mobile Plant & Equipment 50
Goods carrying vehicles < 3.5 tons 27
Goods carrying vehicles 3.6 tons to 16 tons 5
Goods carrying vehicles 16.1 tons to 32 tons 0
Goods carrying vehicles > 32 tons 0
Buses & Coaches < 16 seats 0
Buses & Coaches 17 - 50 seats 0
Buses & Coaches > 50 seats 0
Others (Please specify) 0
Total Number of Vehicles 100

See full schedule of vehicles in Appendix 9

Employee Numbers
2014/15 2015/16
Employees who use their own personal vehicles on 188 207
company business
Details
Details of vehicles that are registered to anyone other 0
than the company i.e. Directors vehicles

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Claims Information

Total No Claims Outstanding

Policy Year Amount paid (£) Total (£)
Claims Amount (£)
2006 - 2007 4 559.00 0.00 559.00
2007 – 2008 12 7,164 0.00 7,164
2008 – 2009 4 3,734 0.00 3,734
2009 – 2010 7 5,612 500 6,113
2010 – 2011 4 4,893 5,789 10,682
2011 – 2012 9 14,624 0.00 14,624
2012 – 2013 7 15,274 0.00 15,274
2013 – 2014 4 2,626 0.00 2,626
2014 – 2015 4 11,744 16,204 27,948
2015 - 2016 0 0.00 0.00 0.00
Total 55 66,230 22,493 88,724

Large Claims over £50,000

None
See confirmed claims experience in Appendix 10 and individual claims listings in Appendix 11

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Fleet Risk Management

Please outline the organisational structure and accountabilities for managing

the fleet especially in respect of Risk Management.

TREVOR MILLS OPEN SPACE AND TRANSPORT MANAGER

Who is responsible for Fleet Risk Management? What position do they hold?

TREVOR MILLS OPEN SPACE AND TRANSPORT MANAGER

How is Fleet Risk Management communicated across the various parts of the
organisation?

INFORMATION FOR DRIVERS SHEET/RISK ASSESMENTS

Details of Risk Management measures in place, completed or planned:

Survey Reports and Risk
Management

General
Are there documented policies and procedures in relation to vehicle usage?
Included in Driver Information Sheet
Are drivers issued with a Driver Handbook?
Information for drivers sheet
Detail any penalty/incentive schemes in place or planned to encourage
accident free driving
N/A
Detail any driver risk assessment and training programmes (supplier, number
of drivers assessed/trained and the period the training took place etc.)
Drivers undertake an internal driving test at start date
Subscription to other initiatives (How’s My Driving etc.)?
NO

Drivers

Details of health/eyesight examinations provided by the company

NO
How often are drivers’ licences checked and who undertakes checking?
Annual, Transport Manager (using DVLA site)
Are original licences seen and copies retained?
Seen but not copied

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For all new drivers prior to employment is:

Their licence examined and copy taken?
Seen but not copied
Detail obtained of previous motoring accidents/convictions?
Convictions only
Driving ability assessed?
YES
Vehicle related induction training provided?
YES
What procedures are in place for reporting driving convictions incurred or
health issues between licence checks?
None, reliant on information from employees

Accident Reporting & Investigation:

Are drivers provided with instructions on what to do at the scene of and
following an accident? If so, please provide a copy
Instruction to ring the office
Is an accident report form provided for completion at the scene?
Provided on return to office
Are disposable cameras provided so that photographs can be taken at the
scene?
Instructed to take photos with a mobile phone
What post-accident procedures are in place (interviewing drivers, agreeing and
monitoring implementation of corrective actions, sharing best practice etc.)?
Dependant on seriousness of accident resulting in action by H & S
officer, written reports or discussion with individuals

Use of agency drivers: N/A

Percentage of total drivers and when used (regularly or at peak times e.g.
Christmas)?

Are licences checked and drivers subject to same procedures as employees?

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Details of specialist or ‘high value’ vehicles

Vehicles

Details of accumulation risk i.e., locations/sites where more than £1 million of

vehicles/trailers stored N/A

Who is responsible for servicing/maintenance of vehicles?

Vehicles are contract hired with maintenance
Security devices in addition to manufacturers standard equipment:
Road Angel Tracking
Thatcham approved alarms/immobilisers – no. vehicles fitted All
vehicles
are fitted
with
Factory
fitted
alarms
Non-Thatcham approved alarms/immobilisers – no. vehicles fitted
Remote tracking devices – no. vehicles fitted 32
Black box type recorders – no. vehicles fitted No

Details of any personally owned vehicles on the vehicle schedule

Employee Owned or Non-
Company Vehicles N/A

Are other employee-owned or other non-company provided vehicles used on

company business?
YES
Is cover for these vehicles to be provided under the company fleet policy?
NO
If so, state:
Estimated number of such vehicles

Types of vehicles

Average number of journeys and average mileage

Purpose of trips

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Are vehicles used overseas? NO

Foreign Use

If so:
How often?

Types of vehicles

Average number of journeys and average mileage

Purpose of trips

Details of goods carried N/A

Carriage of Goods

In respect of hazardous, toxic or corrosive goods:

Amount carried
How often
Carried as full or part loads
Carried under ‘The Carriage of Dangerous Goods by Road Yes/No
Regulations (1966)’ or other legislation of similar intent
Under what transport category are they carried?

Carriage overseas. Split details between:

EU
Outside EU
Do all drivers hold a Vocational Training Certificate as required by
‘The Carriage of Dangerous Goods by Road Regulations
(1966)’?

Details of ‘hazardous’ sites visited (e.g.,, airports, chemical plants):

Hazardous Sites

How often N/A

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Lot 6 – Full Crime

Cover
• Financial Loss sustained by an Insured and resulting from a Crime first discovered during the
Policy Period.
• Expenses incurred by the Insured resulting from a Crime first discovered during the Policy
Period.

Persons Guaranteed
All Directors and Employees

Limit of Liability

£1,000,000 any one claim

Geographical Limits
United Kingdom

Wageroll
All Employees £ 10,272 942 salary estimate for 2015/2016

Employee Numbers
517

Excess
£5,000 each and every loss

Extensions
 Expenses
 Care Custody & Control & Client Loss
 Corporate ID Fraud
 Acquisitions During the Period of Insurance
 Interest Payable or Receivable
 Court Attendance
 Contractual Penalties
 Telecommunications Fraud
 Public Utilities Fraud
 Business Interruption Costs
 Benefit Schemes
 Malicious Damage to Data
 Extortion by Detention

We will assume all above included in your quotation unless informed otherwise.

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Claims Information

No claims
(Please note the Council moved from a Fidelity Guarantee basis to a full Crime policy with effect from
st
1 July 2015)

Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

Additional Information
Please see attached completed Crime proposal form in Appendix 12 for further information.

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Lot 7 - Personal Accident/Travel

The benefits, Insured Persons and Operative Times applicable to this part are as stated below

Personal Accident

Insured Person Activities Death & TTD TPD

Capital Sum
/ PPD
A Elected Members resident in Whilst engaged on the £50,000 £100 50% of
United Kingdom business of the per Temporary
Council including week Total
direct travel Disablement

B Employees resident in United Occupational only 5 x annual 50% of 50% of

Kingdom including commuting salary Gross Temporary
Weekly Total
Wage Disablement

C Volunteers assisting the Voluntary assistance £10,000 £50 per 50% of

Insured in the discharge of to Council in week Temporary
Council functions connection with the Total
business Disablement

Personal Accident Principal Extensions

 Paraplegia - £50,000
 Quadriplegia - £125,000
 Hemiplegia - £50,000
 Triplegia - £85,000
 Total Blindness - £50,000
 Executor Expenses – £2,000
 Funeral Expenses - £10,000
 Dependent Child - £7,500 per child
 Bereavement Counselling - £300
 Retraining Expenses - £25,000
 Partner Training Expenses - £15,000
 Disability Assistance Expenses - £25,000
 Relocation Expenses - £25,000
 Domestic Assistance Expenses - £100 per week, up to £5,000
 Childcare Expenses - £5,000
 Travel for Out Patient Treatment Expenses - £100 per week, up to £1,000
 Travel to Hospital Expenses - £100 per day, up to £3,000
 Travel to work expenses - ££100 per day, up to £10,000
 Personnel Replacement Expenses - £500 per week, up to £5,000
 Recruitment Expenses - £5,000
 Coma Benefit - £75 per day up to 104 weeks
 Hospital Confinement Benefit - £75 per day up to 52 weeks
 Dental Expenses - £2,000
 Accident Medical Expenses - £25,000
 Medical Expenses following workplace assault - £5,000
 Accidental Damage to Personal Property - £1,000

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 Post-Traumatic Stress Disorder (Witness of Terrorism) – 50-% of TTD up to a maximum of £500

per week
 Independent Financial Advice - £2,500
 Return to Residence or Hospital Expense - £500
 Dependent Adult Benefit - £25,000 per adult
 Work Experience Placement - £10,000
 Compassionate Travel - £30,000 up to three named relatives or friends of the insured person,
whilst travelling to or remaining with the insured person
 Corporate Guests and Consultants/Contractors - Guests or any representative travelling at the
expenses of and with the knowledge and consent of the Insured. £30,000 whilst undertaking an
insured journey on behalf of the insured including incidental holiday. Aggregate limit: £300,000
 Personal Effects - £400 following a claim under the policy and increasing to £2,000 in the event
the claim is payable as a result of an assault or robbery
 Assault cover extends to include assault by animals

We will assume all above included in your quotation for the limits specified unless informed otherwise.

Travel

Cover Providing compensation in respect of the following sustained by the

Insured Person[s] occurring within the operative time and
geographical limits :-

Insured Person[s] All Employees and Elected Members of the Council resident in the
United Kingdom authorised to travel on behalf of and represent the
policyholder in the conduct of their business

Accompanying Partner and/or Children of the above and travelling

with the knowledge and consent of the Policyholder

Operative Time Any trip made primarily for business purposes and including incidental
holiday travel

Travel Benefits  Medical Expenses (includes Repatriation Expenses,

Accommodation and Sustenance Expenses, Domestic Travel
Expenses and Foreign Travel Expenses) – Unlimited
 Repatriation Expenses following Suicide - £15,000
 Funeral Expenses - £10,000
 Search and Rescue Expenses - £25,000
 Continuation of Medical expenses - £50,000
 Childcare Expenses - £5,000
 Foreign Coma Benefit - £75 per day up to 104 weeks
 Foreign Hospital Confinement Benefit - £75 per day up to 104
weeks
 Personal Property - £10,000 (£3,000 for a single article)
 Business Equipment - £3,000
 Delayed Personal Property - £2,000
 Loss of Travel Documents - £2,000
 Loss of Keys - £1,000
 Money (including Financial Card Misuse and Cheque Misuse) -
£10,000 (£3,000 cash limit)
 Cancellation Expenses (including Disruption Expenses,
Curtailment Expenses, Rearrangement Expenses, Replacement

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Expenses) - £10,000
 Travel Delay - £300 for each full consecutive period of 4 hours up
to £600
 Kidnap or Extortion Consultant’s Costs (including Kidnap and
Extortion Expenses and Kidnap or Extortion payment) - £250,000
 Hijack or Kidnap - £500 per day up to 50 days
 Express Kidnapping - £500 per day up to 14 days
 Rental Vehicle Excess - £25,00
 Government Advice - £50,000
 Trauma Counselling - £300
 Legal Expenses - £50,000
 Court Attendance Costs - £500
 Personal Liability - £5,000,000
 Compassionate Travel - up to three named relatives or friends of
the insured person
 Corporate Guests and Consultants/Contractors – Guests or any
representative travelling at the expenses of and with the
knowledge and consent of the Insured

Geographical Limits Worldwide

Excess
Nil

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Claims Information

Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Total Wageroll 2015/2016

£10,272,942

Number of Employees 2015/2016

517

Number of Members 2015/2016

60

Details of the highest salary:

£121,200

Estimated Patterns
(NB: 1 person travelling equates to 1 trip; thus 4 people travelling on the same trip = 4 trips)
UK (trips Europe North Rest of World
involving air America/Canada
travel or
overnight stay
only)
2014/15 2015/16 2014/15 2015/16 2014/15 2015/16 2014/15 2015/16
Number of Trips 0 1 N/A N/A N/A N/A N/A N/A
Average Duration 2 days N/A N/A N/A N/A N/A N/A
Maximum Duration 2 days N/A N/A N/A N/A N/A N/A

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Lot 8 - Engineering Insurance and Inspection

Description of Service and Cover

This policy provides for Inspection and Insurance of the Plant as detailed in the Plant schedules

Inspection Services are provided in respect of the Plant, at intervals in accordance with Statutory
requirements.

Plant Type Inspection Frequency

All hot water boilers, steam vessels, air receivers, calorifiers, pressure Annual
cookers and heat exchangers

All passenger/goods lifts, service lifts, stair lifts, home lifts, scissor lifts, Six monthly
patient hoists, working platforms, vehicle hoists, powered trucks, manual
window cleaning rigs, electric mast climbers and miscellaneous tackle
AND FORKLIFTS

All manual blocks, powered blocks, manual trucks, manual pallet trucks, Annual
manual jib cranes, hydraulic lorry loaders, loading shovels, runway
tracks, jacks, and davits

Plant Type / Insurance Cover

Damage to Insured Plant: £500,000 any one occurrence

Damage to Own Surrounding Property: £1,000,000 any one occurrence

Fragmentation: £1,000,000

Insurance Cover - Excess

Any one occurrence £100

Plant Covered
See Full Plant Schedule in Appendix 13

Location
Premises owned and / or occupied by the Council for business purposes

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Claims Experience
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Lot 9 - Terrorism
Cover
Insures the property advised to insurers against direct physical loss or physical damage by an act or
series of acts of terrorism and / or sabotage occurring during the period of the policy.

Limits of Indemnity
Option 1
Pool Re: based on full sums insured as outlined in the Property Damage, Business Interruption,
Computer and Contract Works sections of the ITT

Option 2
Loss Limit of £30,000,000

Claims Experience
Claims Total Claims

Year Paid Amount Outstanding No Amount

£ Amount £
£

2006-2007 0 0.00 0 0.00

2007-2008 0 0.00 0 0.00

2008-2009 0 0.00 0 0.00

2009-2010 0 0.00 0 0.00

2010-2011 0 0.00 0 0.00

2011-2012 0 0.00 0 0.00

2012-2013 0 0.00 0 0.00

2013-2014 0 0.00 0 0.00

2014-2015 0 0.00 0 0.00

2015-2016 0 0.00 0 0.00

Total 0 0.00 0 0.00

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Lot 10 - Provision of Insurances - Package Basis

st
1. Quotations are required on the basis of an initial contract period of 3 years from 1 July 2016 with
th
the option to extend the contract by an additional 2 years to 30 June 2021.
2. Package quotation – Lot 10 should show package or other discounts separately, as quotations
will be evaluated both on a package basis and also on a stand-alone basis, in order to ascertain
the most economically advantageous tender. Package discounts should clearly identify the
number and description of lots which are required to qualify for the discount i.e. Property / Liability
/ Motor / etc. All pricing must be clear and transparent to demonstrate the full cost over the life of
Long Term Agreement.
3. Underwriters to note that all discounts which may be available e.g. Long Term Agreement, must
be separately identified and transparent.
4. Tenderers should confirm what risk management or other services are automatically included
within the premium.
5. The Council may be interested in profit share or low claims rebate agreements. Underwriters must
outline the form of agreements they are able to offer clearly and transparently, and which Lots
form part of such agreement.

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Tender Checklist
All bidders must complete the table below and include it within their tender submission.

Please confirm that you have included the following:

Pricing Schedule Y/N

Quotations and policy wordings Y/N

Claims Handling method statement Y/N

Non Collusion / Conflict of Interest Statement Y/N

Property Damage: with and without Subsidence

cover on all properties Y/N
Property Damage: Commercial Properties £500
Excess Y/N

Public / Products / Pollution Liability:

Alternative Quotations £25,000,000 Limit Y/N
Public Health Act: £1,000,000 Limit Y/N

Land Charges: £1,000,000 Limit Y/N

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Pricing Schedule
Please tick each lot for which you are providing a quotation, complete the pricing schedule below and
include within your tender submission.

Quotations
Lots
Enclosed

Lot 1 - Property Damage / Business Interruption / Money / Contract Works / All

Risks

Lot 2 – Contract Works

Lot 3 - Computer

Lot 4 - Casualty

Lot 5 – Motor Fleet

Lot 6 – Crime

Lot 7 – Personal Accident & Travel

Lot 8 – Engineering Inspection & Insurance

Lot 9 – Terrorism

Lot 10 – Package Basis

Notes
 You must provide quotations on a standalone basis and also include a premium on a package basis (if
applicable).
 The premiums declared in this pricing schedule will be used for evaluation purposes.
 All premiums to be quoted exclusive of IPT / VAT.

All bidders must complete this form and include it within their tender submission.

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Our prices are confirmed as follows:

LOT Raw Price Annual Long Day One Other Costs Net Price
No. (Excluding Term Payment (e.g. Claims (inclusive of all
IPT, VAT Agreement Discount Handling) discounts /
& ANY Discount (percentage) excluding IPT)
Discounts) (percentage)
LOT 1

LOT 2

LOT 3

LOT 4

LOT 5

LOT 6

LOT 7

LOT 8

LOT 9

Please list all of the LOT numbers and classes of insurance which form part of your package quote.

LOT 10

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I/we further agree that these quotations will remain valid until inception of the policies referred to
within this specification.

I/we understand that the lowest of any quotation will not necessarily be accepted and that Tendring
District Council will not be responsible for any expenses or other liabilities incurred in submitting
my/our quotation.

Name of Company
Correspondence Address

Signature

Position in Company
Date

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Non Collusion / Conflict of Interest
CERTIFICATE OF NON-COLLUSION

The essence of tendering is that the Contracting Body shall receive bona fide competitive tenders
from all firms tendering. In recognition of this principle, I/we certify that this is a bona fide tender,
intended to be competitive, and that I/we have not fixed or adjusted the amount of the tender by or
under or in accordance with any agreement or arrangement with any other person. I/We also certify
that I/we have not done and I/we undertake that I/we will not do at any time before the returnable date
for this tender any of the following acts:-

1 communicate to a person other than the person calling for these tenders the amount, or
approximate amount of the proposed tender;
2 enter into any agreement or arrangement with any other person that he shall refrain from
tendering or as to the amount of any tender to be submitted;
3 offer or pay or give or agree to pay or give any sum or money or valuable consideration
directly or indirectly to any person for doing or having done or causing or having caused to
be done in relation to any other tender or proposed tender for the work any act or things of
the sort described above.

In this certificate, the word 'person’ includes any persons and any body or association, corporate or
unincorporated; and "any agreement or arrangement" includes any such transaction, formal or
informal, and whether legally binding or not.

CONFLICT OF INTEREST STATEMENT

The Contracting Body requires Tenderers to answer the following questions:

1. Has any Director, Partner or Associate been an employee of the Contracting Body within the last
five years?
YES/NO (if yes please give details)
2. Please state if any Director, Partner or Associate has a relative(s) who is an employee of the
Contracting Body at a senior level or is a Board, Committee, or Panel Member of the Employer.
YES/NO (if yes please give details)
3. Please state if any Directors, Partners or Associates of your firm have any involvement in other
firms who provide or have provided services to the Contracting Body.
YES/NO (if yes please give details)
4. Is any Director, Partner or Associate an existing tenant or leaseholder of the Contracting Body (if
so please give details)
YES/NO (if yes please give details)
Note: A relative is defined as a person’s spouse, parent, grandparent, child, grandchild (including
illegitimate children and grandchildren) brother and sister. Technically the term relative does not
include any relationship that is not by blood or marriage, however, if considered close the same
criteria should apply.

Signed:

Name:

Position:

Firm or Company:

Date:

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Appendix 1 – Income generating activities

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Appendix 2 – Risk Management Framework

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Appendix 3 – Corporate Risk Register

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Appendix 4 – Property Schedules

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Appendix 5 – Property Claims Listings

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Appendix 6 – Photos of Key Locations

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Appendix 7 – All Risks Schedules

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Appendix 8 – Employers Liability / Public Liability

Claims

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Appendix 9 – Motor Fleet Vehicle Schedule

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Appendix 10 – Motor Fleet Confirmed Claims

Experiences

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Appendix 11 – Motor Fleet Claims Listings

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Appendix 12 – Crime Proposal Form

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Appendix 13 – Engineering Plant Schedule

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Appendix 14 – Computer Locations

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Appendix 15 – Non Standard Construction

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Legal and Regulatory

Registered Office:
Aon UK Limited
The Aon Centre
The Leadenhall Building Aon plc (NYSE:AON) is a leading global provider
122 Leadenhall Street of risk management, insurance brokerage
London and reinsurance brokerage, and human
EC3V 4AN resources solutions
and outsourcing services. Through its more than
t +44 (0) 207 623 5500 69,000 colleagues worldwide, Aon unites to
f +44 (0) 207 621 1511 empower results for clients in over 120 countries
via innovative risk and people solutions. For further
information on our capabilities and to learn how we
Registered in London No. 210725 empower results for clients, please
VAT Registration No. 480 8401 48 visit: http://aon.mediaroom.com/
Aon UK Limited is a member of the British Insurance Brokers’
Association (BIBA)

Aon UK Limited is authorised and regulated by the Financial

Conduct Authority

Published by Aon UK Limited

© Copyright Aon UK Limited 2016. All rights reserved
No part of this report may be reproduced, stored in a retrieval
system, or transmitted in any way or by any means, including
photocopying or recording, without the written permission of the
copyright holder, application for which should be addressed to
the copyright holder.
Some of the web sites referred to as links herein are
not under the control of Aon. Accordingly, Aon
makes no representations whatsoever concerning
the content of those websites. The fact that Aon
has provided a link to a website is not an
endorsement, authorisation, sponsorship or
affiliation by Aon with respect to such website, its
owners or its providers. Aon is providing these links
only as a convenience.

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