Standard Tender Processes and
Documentation
The Tendering Process
The Council usually advertises on the basis of
the open or restricted procedure.
Under an open tender procedure all suppliers
who respond to an advertisement are supplied with tender
documentation which must be returned by no later than the deadline
stated. This approach may be used if the market for the particular
goods/works/service is very limited.
The restricted procedure is a two stage
approach in which the Council invites suppliers to express an
interest and is most commonly used to ensure that the tender field
is limited because it would not be economic for all parties
concerned, if too large a tender field was invited to bid for the
work.
The Council normally requires all suppliers to
complete a Pre-Qualification Questionnaire (PQQ) detailing
information about their financial and economic standing, insurance
details and their technical capability. This usually covers
information about when your company was formed, what experience you
have in providing the goods/services/works being tendered for,
details of where the Council may obtain references on your company,
and sometimes specific questions relating to the project.
Short-listed suppliers are then invited to tender (normally between
4 and 6 depending on value of project). To ensure your PQQ is
considered, you must:
- provide all the information requested
- make sure that you answer all questions
accurately
- return the information by the closing date
specified
Tender Documents
The tender documents you will receive usually
consist of the following as a minimum:
- covering letter
- instructions and advice to tenderers - this
document details important administrative procedures relating to
the tender e.g. dates and times, method of tender return,
evaluation criteria to be used in the selection of the successful
supplier, details of where tender queries should be directed.
- specification - this details the Council's
requirements and must be read carefully and complied
with.
- terms and conditions - This document gives
details of the terms under which the Council wishes to do
business.