| Information required from tenders |
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confirmation that a prospective tender intends to
submit a formal bid together with an initial estimate of costs |
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(this gives you an early indication
that tenders will be provided form all the suppliers and whether or
not suppliers understand the issues and costs) |
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the required number of copies, their format
(e.g. paper, MS Word),
and the address to which tenders should be sent |
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the closing date and time
when tenders must be submitted |
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how the tender price is to
be broken down, e.g. hardware, software, operating system licences,
consultancy, project management, subcontractor, training, other |
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instructions for packaging the tender
to ensure anonymity |
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details of all
subcontractors and associates, including names, addresses, their
role and activities within the project and how they will be managed |
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evidence of performance
bonds and/or professional indemnity insurance cover |
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Tendering Rules
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the tenderer is
responsible for obtaining all necessary information for making a
proposal and contracting with the client |
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any Statement of User
Requirements enclosed with the Invitation to Tender, together with
the ITT itself, will form part of the final contract |
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the tenderer is
responsible for ensuring that the equipment and software meets the
requirements of the client in terms of functionality, capacity, data
volumes and minimum operating speeds described in the SOUR |
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all information in the
ITT and SOUR is confidential and may not be passed, copied or
communicated to any other person or organisation without the written
permission of the buyer |
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Evaluation criteria
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The evaluation of selection criteria will
normally include the following. It is not usual to indicate
the weighting of importance attached to each criterion:
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value for money over three
and five-year timeframe is |
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closeness of fit to the
Statement of User Requirements |
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ease-of-use |
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technical quality of the
submission |
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experience of this type of
organisation or business |
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proven experience in the
proposed technologies |
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quality of site references |
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disruption to users during
implementation |
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capability to support
clients during implementation and to provide ongoing support |
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financial strength and
time in business |
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quality of technical
support staff |
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Tendering Timetable
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The ITT should give an indication of the likely
timetable involved. The key dates should include |
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closing date for
tenders |
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initial evaluation
completed |
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announcement of
short-listed bidders |
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completion of
demonstrations and take-up of references |
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completion of final
evaluation and announcement of preferred bidder |
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Contract Award |
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The ITT should include a section describing the
client's rights: |
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the buyer has the right
to award a contract, or contracts, for all or part of the supplier
requested in the invitation to tender and described in the statement
of user requirements |
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the buyer has the right
to make no award |
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the buyer has the right
not to accept the lowest tender |
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the buyer will not be
bound to provide any explanations as to the reasons for any of its
selections or decisions |
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the buyer reserves the
right to engage and further negotiations on any aspect of the
tenderer submission |
