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Price Schedule Template - Excel

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					                                                INTERNAL TENDER PROCEDURE CHECKLIST 1 STAGE

                                                                                                                                Proposed Date      Why delayed /
                           Action:                                                     Information:                             Date     Completed early completion
Preliminary Meeting with Project Team to Discuss Process
etc.                                                     Complete Project Initiation Form
Name of project sponsor and contact number
Identify if key decision & complete key decision form
Agree Title of Tender with Project Team                  e.g. Supply of Consultancy
                                                         Procurement Admin will assign CTP number upon receipt
Assign Unique Reference Number                           of completed Contract Management Form.
Total Contract Value (estimate)                          If over £139,893 - OJEU process
                                                         Maximum 5 years. Can have options to extend up to the
Contract Period (number of years, any extensions?)       maximum, subject to total contract value
Tender Procedure Used                                    i.e. open, restricted, negotiated, non-OJEU
Advise Change management if applicable
                                                         Use appropriate tender timetable template to help you plan.
Contract Start Date                                      Allow plenty of time
                                                         Ideally 2 weeks before return date. If tender is in hard copy,
Set Closing Date for Requests for Tender Documents       notify Corporate Resources Admin to arrange Tender
(optional)                                               Panel.
                                                         Set this deadline at least 1 and a half weeks before the
Set Closing Date for Questions from bidders              return date

Create Query Log by copying template from Document              If necessary answer (or ask the project team to provide a
Library to project folder. As questions received collate into   response if it's technical) urgent individual queries but all
Log. Answer any commercial questions and send to the            relevant questions and answers must be sent to all bidders
project team to answer technical questions.                     at the answers deadline.
Set Deadline for Sending Questions & Answers to Bidders         Ideally 1 week before return date to allow enough time for
(removing all commercially sensitive information -              bidders to amend their return if necessary, based on the
company names etc.)                                             answers circulated
Tender Return Date                                              Use the tender timetable template to set this date.
Pre-advertising:
                                                                Procurement Admin will set up project folder upon receipt
Create project folder                                           of completed Contract Management Form.




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                             7/12/2011
                                                                                                                                 Proposed Date      Why delayed /
                           Action:                                                     Information:                              Date     Completed early completion
                                                                Copy Project Summary from Document Library and save in
                                                                the project folder. Provides an 'at-a-glance' update of the
                                                                project so others can answer queries in your absence. It's
                                                                important that this is kept up to date with the current tender
Create Project Summary                                          status.
Copy and paste standard documents into the project
folder from the Document Library                          e.g. Instructions to Tender
                                                          Use the Tender Timetable template in the Document
                                                          Library & save into project folder. Note that the calculations
Generate tender timetable according to dates project team do not take account of weekends or Bank Holidays so
gave                                                      some manual changes will be required.
                                                          Procurement Admin will set up project folder upon receipt f
Create paper file for hard copies                         completed Contract Management Form.
                                                          Advise them to be as clear, detailed yet concise as
Project Team to provide specification                     possible. Use samples from Document Library
Give feedback on Specification and send the timetable to
the project team for comments/approval                    Ensure they have covered all the necessary areas

Agree Award Criteria and Scorecard with Project team            Scoring must be explained in the tender documents

Seek legal advice as to whether formal contract required        If contract required, include template in tender docs
Send project team Special Conditions and the Price
Schedule template to work on and set deadline for them to       You may need to provide guidance with putting these
return it to you for comments                                   together. Use samples from Document Library.
Create OJEU advert and any others (apart from Source
Derbyshire) if applicable                                       OJEU adverts done through Achilles.
Project lead to Sign-off adverts
                                                                Remember, if you ask for paper returns, your tender
                                                                documents will have to include a tender return label,
                                                                covering letter and the Commercial questionnaire, Form of
                                                                Tender and Checklist in hard copy as they are
Store all tender documents in an electronic folder              questionnaires on In-Tend
Tender Docs:

                                                                Copy Instructions template from Document Library and file
Instructions to Tender                                          in project folder. Amend dates & contacts as necessary.




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                              7/12/2011
                                                                                                                                Proposed Date      Why delayed /
                           Action:                                                     Information:                             Date     Completed early completion
Create general conditions of contract                           To be included for goods and supplies, not services
                                                                Specific conditions to the project. Use the template & guide
                                                                notes in the Document Library to create a basic document
Create special conditions of contract                           for evaluation team to work on.
Specification                                                   Dept to complete with feedback from CPS
                                                                Required so that bidders can return additional information
                                                                they may only have in hard copy (i.e. accounts). If tender is
                                                                issued in hard copy then a Tender Return Label will be
Additional Bid Information Return Label                         required instead.
                                                                Evaluation team to complete.Use samples from Document
Price Schedule                                                  Library if needed
Create appendices                                               Include Contract template

                                                                Copy and paste a checklist questionnaire and personalise
                                                                it to the project. Ensure you include everything you want
Tender Checklist                                                them to return. Or create a questionnaire on In-Tend.
                                                                Use the In-Tend questionniare. If issued in hard copy use
                                                                the template in the Document Library and personalise it to
Form of Tender                                                  the project
Complete entry in Tender and Quote Register, update
Work Diary
Sign-off of tender docs by Project Lead
Notify Corporate Finance & Legal Services of project     Give estimated date for involvement
Arrange Tender Analysis Meeting with Project team for as
soon after you intend to complete the commercial
evaluation as possible
Advertising:
                                                         Via Achilles website. Once the Send to EU icon is clicked,
Issue Advert to OJEU                                     the notice will be flagged as 'sending'.
When OJEU notice flagged as completed and you have Check Achilles website to check status of notice.
Check all tender documents are'sent'
sent the OJEU advert (if required), complete the         Copy the relevant template from the Document Library and
appropriate Source Derbyshire advert template and email file in the project folder. Once completed email to
to Terry Hawkins                                         Procurement Admin.
Send other adverts for publication (if applicable)       Send to Business Centre

                                                                Search TED for OJEU notice and make a note of the OJEU
Store copies of all adverts in the project folder               reference on the hard copy of the advert in the project file.



         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                             7/12/2011
                                                                                                                                 Proposed Date      Why delayed /
                           Action:                                                     Information:                              Date     Completed early completion
Tender Return Day:
If the tender is being done through In-Tend and you
requested electronic returns, follow the instructions you
were given during training                                      On In-Tend ensure contacts identified are also available.
For paper returns, attend Tender Panel Room
approximately 15 mins after the closing time with
assistance if required. Take along the tender return list of    Leave 1 copy of tender return list with panel, take 1 copy
all bidders who requested documents                             for your file and the project team can have the other copy
Pass copies of tender to project team or arrange for            Ensure copy of scorecard received first. Wherever possible
project team to have access to In-Tend                          undertake the commercial assessment first.
Tender Analysis:
                                                           Disregard any non-compliant bids and complete the
Evaluate the commercial aspects of the bids                commercial scorecard
Attend Tender Analysis Meeting
Project team to complete tender scorecard for all bids
Note any questions
Raise clarification questions with Tenderers by email      Project team not to have contact with bidders
Compile responses to clarification questions and circulate
to tender analysis team

Arrange short-listing meeting with tender analysis team
Attend short-listing meeting
Provisionally agree Short-listed companies
Arrange for References to be taken up and any site visits
to be made
                                                                If only a few bids received (less than 6), send financial info
                                                                to Corporate Finance. Advise of contract value & period.
Submit Company Reports / 3 years audited accounts to            Allow min. 5 days. If many bids received, contact Corproate
Corporate Finance for a Financial Assesment                     Finance once shortlist is provisionally agreed.
                                                                Make sure spreadsheet received with key ratios for each
Financial Assessment Received                                   bidder
Confirm short-list based on outcome of financial
assessment
Decide if presentations by the shortlisted companies are
necessary
If so, create invitation letters and include attachments e.g. Project team to set agenda with feedback from CPS and
agenda, directions                                            produce scorecard




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                              7/12/2011
                                                                                                                             Proposed Date      Why delayed /
                           Action:                                                      Information:                         Date     Completed early completion
Send out finalised invitations once agreed
Confirm attendees, dates & times
                                                                Ensure each tenderer is treated fairly and equally. Take
                                                                notes. Collect copies of all scorecards and comments from
Attend presentations/meetings                                   team
Attend additional clarification meetings if required
Attend final decision meeting with project team
Agree on recommended supplier(s)
If formal contract is required:
                                                                Special conditions will form a large part of the contract.
                                                                Department to work with Legal with input from you as
Provide tender documentation to Legal Services                  required.
Arrange initial meeting with Legal Services to advise of
Brief
Attend initial meeting & action any issues
If a letter of intent is required, this should be negotiated
first and a report to Committee will be required to gain
approval.
Draft contract with Legal Services & supplier
Negotiate & amend contract with supplier
Agree T&C's with all parties
Sign-off of contract by project sponsor
Send copy of contract to Legal Services for approval
Tender Report:
Create report to Chief Officer, CabCo or Cabinet. If not a
corporate contract, then the evaluation team should create
the report.                                                  Use templates & guidance notes
Sign-off report by Project Sponsor

Submit report to Chief Officer for approval (allow 2 weeks)
Identify Committee Date for Report from John Rowland (if
appropriate)
Submit report (allow 2 weeks) if appropriate
Confirm outcome of CabCo / Cabinet meeting (if
applicable)
If successful wait 5 working days before further action
If unsuccessful re-write report & re-submit



         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                          7/12/2011
                                                                                                                               Proposed Date      Why delayed /
                           Action:                                                      Information:                           Date     Completed early completion
Award:
If required, successful supplier can be notified by
telephone of outcome of Committee Meeting, but state
File copies of approved report in Tender File
Legal Services to arrange to sign 2 copies of contract after
15 working days from when tender report has been
approved (Alcatel)
Supplier to send 1 copy of contract back signed
File signed copy of contract in paper folder in available
(may stay in Legal Services)
Create Reject Letters
After the 5 working days call back, email Reject letters
After the alcatel period, sign agreed contract
If formal contract is not required:
Create report to Chief Officer, CabCo or Cabinet
Sign-off report by Project Sponsor

Submit report to Chief Officer for approval (allow 2 weeks)
Identify Committee Date for Report from John Rowland (if
appropriate)
Submit report(allow 2 weeks) if appropriate
                                                                If successful wait 5 working days, if unsuccessful, re-write
Confirm outcome of meeting                                      report & re-submit
File copies of approved report in tender file & in green
committee report file
Create award letter
                                                                1 copy for paper folder, senior officer to sign 2 copies for
Print 3 copies of award letter                                  supplier
Create Reject Letters
After the 5 working days call back, email Reject letters

After Alcatel period, issue award letter or letter of intent
File returned copy of award letter or letter of intent from
supplier in paper folder
Post-Award:
Complete OJEU award notice
Complete EU returns spreadsheet                                 H:\EU Returns\OJEU Returns




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                            7/12/2011
                                                                                                                           Proposed Date      Why delayed /
                          Action:                                                     Information:                         Date     Completed early completion
File electronic copy of award notice in tender folder
Complete SD form for recurring contracts                        Submit to Procurement Admin.

Update Contract Management Form                                 Submit to Procurement Admin.
                                                                Dependent on risk and involvement. Set dates as tasks in
Set Contract Review Dates                                       Outlook with reminders

Identify any savings and report on Gershon spreadsheet
Ensure paper copy of all documentation is in paper folder
& filed in Live Contracts.




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                        7/12/2011
                                                 INTERNAL TENDER PROCEDURE CHECKLIST 2 STAGE

                                                                                                                     Proposed Date      Why delayed /
                          Action:                                                  Information:                      Date     Completed early completion
Preliminary Meeting with Project Team to Discuss Process
etc.                                                     Complete Project Initiation Form
Name of project sponsor and contact number
Identify if key decision                                 If so, complete the key decision form
Agree Title of Tender with Project Team                  e.g. Supply of Consultancy
                                                         Procurement Admin will assign CTP number upon receipt of
Assign Unique Reference Number                           completed Contract Management Form.
Total Contract Value (estimate)                          If over £139,893 - OJEU process
                                                         Maximum 4 years. Can have options to extend up to the
                                                         maximum, subject to total contract value. Support &
Contract Period (number of years, any extensions?)       maintenance can be ongoing as long as it is stated.
Tender Procedure Used                                    i.e. open, restricted, negotiated, non-OJEU
Advise Change Management if applicable
                                                         Use appropriate tender timetable template to help you plan.
Contract Start Date                                      Allow plenty of time

                                                              Ideally 2 weeks before return date. If tender is in hard copy,
Set Closing Date for Requests for Tender Documents            notify Corporate Resources Admin to arrange Tender Panel.
                                                              Set this deadline at least 1 and a half weeks before the
Set Closing Date for Questions from bidders                   return date
Create Query Log by copying template from Document            If necessary answer (or ask the project team to provide a
Library to project folder. As questions received collate into response if it's technical) urgent individual queries but all
Log. Answer any commercial questions and send to the          relevant questions and answers must be sent to all bidders
project team to answer technical questions.                   at the answers deadline.
Set Deadline for Sending Questions & Answers to Bidders Ideally 1 week before return date to allow enough time for
(removing all commercially sensitive information - company bidders to amend their return if necessary, based on the
names etc.)                                                   answers circulated
Tender Return Date                                            Use the tender timetable template to set this date.
Pre-advertising:

                                                          Procurement Admin will set up project folder upon receipt of
Create project folder                                     completed Contract Management Form.
Copy and paste standard documents into the project folder
from the Document Library                                 e.g. Instructions to Tender




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                               7/12/2011
                                                                                                                             Proposed Date      Why delayed /
                            Action:                                                      Information:                        Date     Completed early completion
                                                                Copy Project Summary from Document Library and save in
                                                                project folder. Provides 'at-a-glance' update of project so
                                                                others can answer queries in your absence. It's important to
Create Project Summary                                          keep it up to date with current tender status.
                                                                Use the Tender Timetable template in the Document Library
                                                                & save into project folder. Note that the calculations do not
Generate tender timetable according to dates project team       take account of weekends or Bank Holidays so some
gave                                                            manual changes will be required.
                                                                Procurement Admin will set up project folder upon receipt of
Create paper file for hard copies                               completed Contract Management Form.
                                                                Advise them to be as clear, detailed yet concise as possible.
Project Team to provide specification                           Use samples from Document Library
Give feedback on Specification and send the timetable to
the project team for comments/approval                          Ensure they have covered all the necessary areas
Agree Award Criteria and Scorecard with Project team            Scoring must be explained in the tender documents

Seek legal advice as to whether formal contract required        If contract required, include template in tender docs
Send project team Special Conditions and the Price
Schedule template to work on and set deadline for them to       You may need to provide guidance with putting these
return it to you for comments                                   together. Use samples from Document Library.
Create OJEU advert and any others (apart from Source
Derbyshire) if applicable                                       OJEU adverts done through Achilles.
Project lead to Sign-off adverts
                                                                Remember, if you ask for paper returns, your tender
                                                                documents will have to include a tender return label,
                                                                covering letter and the Commercial questionnaire, Form of
                                                                Tender and Checklist in hard copy as they are
Store all tender documents in the project folder                questionnaires on In-Tend
Expression of Interest / Pre-Qualification Questionnaire
Documents:

                                                                Copy Instructions template from Document Library and file
Create Instructions to applicants                               in project folder. Amend dates & contacts as necessary.
Create Appendices
Identify Technical contact
3rd party to proof-read documents                               RW min 24 hours notice, AA min 3 days notice
Sign-off of documents by project sponsor                        allow 2 days




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                       7/12/2011
                                                                                                                                Proposed Date      Why delayed /
                           Action:                                                      Information:                            Date     Completed early completion
Identify 2 contacts for Opening Ceremony                        If using e-tendering system
Complete entry in Tender and Quote Register, update
Work Diary
Arrange response evaluation meeting for after return date
allowing time for commercial assessment
Agree evaluation criteria for inclusion in the tender
documents
Create analysis spreadsheet based on criteria and store in
project folder
Sign-off of tender docs by Project Lead
Notify Corporate Finance & Legal Services of project            Give estimated date for involvement
Arrange Tender Analysis Meeting with Project team for as
soon after you intend to complete the commercial
evaluation as possible
Advertising:
                                                                Via Achilles website. Once the Send to EU icon is clicked
Issue Advert to OJEU                                            the notice will be flagged as 'sending'.
Check OJEU notice flagged as 'sent'                             Check Achille website to check status of notice.
                                                                Allow 24 hours for it to appear on the Source Derbyshire
Create Source Derbyshire advert by using weblink & email        website. Include in email to Procurement Admin any
Michelle Smith to confirm advert ready to publish               deadlines for document requests.
Send other adverts for publication (if applicable)              Send to Business Support

                                                                Search TED for OJEU notice and make a note of the OJEU
Store copies of all adverts in the project folder               reference on the hard copy of the advert in the project file.
EOI / PQQ Return Day:
If done through the e-tendering system and you requested
electronic returns, follow the instructions you were given
during training                                                 View E-tendering Guidance
If done in hard copy, open documents at time set ensuring
you have a witness.
                                                                Only if scorecard received. Wherever possible undertak
                                                                ethe commercial assessment before pasisng document to
Pass copies of EOI / PQQ to project team                        evaluation team.
Evaluation / Analysis:
                                                                Disregard any non-compliant bids and complete the
Evaluate the commercial aspects of the bids                     commercial scorecard




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                            7/12/2011
                                                                                                                                 Proposed Date      Why delayed /
                           Action:                                                      Information:                             Date     Completed early completion
Attend Tender Analysis Meeting
Project team to complete scorecard for all bids
Note any questions
Raise clarification questions with companies through
Correspondence on In-Tend or by email                           Project team not to have contact with bidders.
Compile responses to clarification questions and circulate
to project team
Arrange short-listing meeting with tender analysis team
Attend short-listing meeting
Provisionally agree Short-listed companies
                                                                If only a few bids received (less than 6), send financial info
                                                                to Corporate Finance. Advise of contract value & period.
Submit Company Reports / 3 years audited accounts to            Allow min. 5 days. If many bids received, contact Corporate
Corporate Finance for a Financial Assesment                     Finance once shortlist is provisionally agreed.
Financial Assessment Received                                   Usually in the form of a spreadsheet
Agree take-up of references                                     i.e. who and how
Confirm references received and acceptable
Confirm short-list based on outcome of financial
assessment & number notified in OJEU advert
Project team to organise on-site attendance by short-listed
companies
Create invitation letters and obtain attachments e.g.           Project team to set agenda with feedback from CPS and
agenda, directions                                              produce scorecard
Issue invites & confirm attendees, dates & times
                                                                Ensure each tenderer is treated fairly and equally. Take
Attend on-site presentations/meetings if required or obtain     notes. Collect copies of all scorecards and comments from
copies of notes / scorecards                                    team
Attend additional clarification meetings if required
Attend final decision meeting with project team
Tender documents:
                                                                Copy template from Document Library and file in project
Create Instructions to tender                                   folder. Amend dates & contacts as necessary.
                                                                Use the In-Tend questionniare. If issued in hard copy use
                                                                the template in the Document Library and personalise it to
Create form of tender                                           the project




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                             7/12/2011
                                                                                                                                 Proposed Date      Why delayed /
                            Action:                                                     Information:                             Date     Completed early completion

                                                                Copy and paste a checklist questionnaire and personalise it
                                                                to the project. Ensure you include everything you want them
Create tender checklist                                         to return. Or create a questionnaire on In-Tend.
                                                                Required so that bidders can return additional information
                                                                they may only have in hard copy (i.e. accounts). If tender is
                                                                issued in hard copy then a Tender Return Label will be
Additional Bid Information Return Label                         required instead.
                                                                Evaluation team to complete.Use samples from Document
Price Schedule                                                  Library if needed

                                                                Copy template from Document Library & file in project
Create general conditions of contract                           folder. To be included for goods and supplies, not services
                                                                Specific conditions to the project. Use the template & guide
                                                                notes in the Document Library to create a basic document
Create special conditions of contract                           for evaluation team to work on.
Create appendices
Agree Award Criteria and Scorecard with Project team            Scoring must be explained in the tender documents
Identify Technical contact
Identify 2 contacts for Opening Ceremony
3rd party to proof-read documents                               RW min 24 hours notice, AA min 3 days notice
Sign-off of tender docs by Project Lead
Complete entry in Tender and Quote Register, update
Work Diary
Arrange response evaluation meeting for after return date
allowing time for commercial assessment
                                                                Set a deadline for project team to complete and send
                                                                scorecard to you for comments, before the return date. May
Agree scorecard before evaluation meeting                       need to advise on format. Save in project folder
Create analysis spreadsheet based on criteria and store in
electronic folder
Tender return day:
Attend opening ceremony                                         On In-Tend ensure contacts identified are also available.
For paper returns, attend Tender Panel Room
approximately 15 mins after the closing time with
assistance if required. Take along the tender return list of    Leave 1 copy of tender return list with panel, take 1 copy for
all bidders who requested documents                             your file and the project team can have the other copy




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                             7/12/2011
                                                                                                                        Proposed Date      Why delayed /
                             Action:                                                  Information:                      Date     Completed early completion
Pass copies of tender to project team or arrange for project Ensure copy of scorecard received first. Wherever possible
team to have access to In-Tend                               undertake the commercial assessment first.
Evaluation / Analysis:
                                                             Disregard any non-compliant bids and complete the
Evaluate the commercial aspects of the bids                  commercial scorecard
Attend evaluation / analysis meeting
Complete analysis spreadsheet for all bids
Note any questions
Raise clarification questions with companies by email /
correspondence                                               Project team not to have contact with bidders
Compile responses to clarification questions and circulate
to project team
Arrange short-listing meeting with project team
Attend short-listing meeting
Provisionally agree short-listed companies
Agree take-up of references if not done in previous stage
Confirm references received and acceptable
Confirm short-list
Project team to organise on-site attendance by short-listed
companies
Create invitation letters and obtain attachments e.g.        Project team to set agenda with feedback from CPS and
agenda, directions                                           produce scorecard
Issue invites & confirm attendees, dates & times
                                                             Ensure each tenderer is treated fairly and equally. Take
Attend on-site presentations/meetings if required or obtain notes. Collect copies of all scorecards and comments from
copies of notes / scorecards                                 team
Attend additional clarification meetings if required,
depending on procedure used
Attend final decision meeting with project team
Agree on recommended supplier(s)
Name(s) of recommended supplier(s)
If formal contract is required:
                                                             Special conditions will form a large part of the contract.
                                                             Department to work with Legal with input from you as
Provide tender documentation to Legal Services               required.
Arrange initial meeting with Legal Services to advise of
Brief




        aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                   7/12/2011
                                                                                                      Proposed Date      Why delayed /
                           Action:                                                     Information:   Date     Completed early completion
Attend initial meeting & action any issues

If a letter of intent is required, this should be negotiated first
and a report to Committee will be required to gain approval.
Draft contract with Legal Services & supplier
Negotiate & amend contract with supplier
Agree T&C's with all parties
Sign-off of contract by project sponsor
Send copy of contract to Legal Services for approval
Tender Report:
Create report to Chief Officer, CabCo or Cabinet. If not a
corporate contract, then the evaluation team should create
the report.                                                        Use templates & guidance notes
Sign-off report by Project Sponsor

Submit report to Chief Officer for approval (allow 2 weeks)
Identify Committee Date for Report from John Rowland (if
appropriate)
Submit report (allow 2 weeks) if appropriate
Confirm outcome of CabCo / Cabinet meeting (if
applicable)
If successful wait 5 working days before further action
If unsuccessful re-write report & re-submit
Award:
If required, successful supplier can be notified by telephone
of outcome of Committee Meeting, but state that the
decision is subject to 5/15 working days notice
File copies of approved report in Tender File
Legal Services to arrange to sign 2 copies of contract after
15 working days from when tender report has been
approved (Alcatel)
Supplier to send 1 copy of contract back signed
File signed copy of contract in paper folder in available
(may stay in Legal Services)
Create Reject Letters




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                  7/12/2011
                                                                                                                               Proposed Date      Why delayed /
                          Action:                                                        Information:                          Date     Completed early completion
After the 5 working days call back, email Reject letters
After the 15 working days call back, sign agreed contract
If formal contract is not required:
Create report to Chief Officer, CabCo or Cabinet
Sign-off report by Project Sponsor

Submit report to Chief Officer for approval (allow 2 weeks)
Identify Committee Date for Report from John Rowland (if
appropriate)
Submit report (allow 2 weeks) if appropriate
                                                                If successful wait 5 working days, if unsuccessful, re-write
Confirm outcome of meeting                                      report & re-submit
File copies of approved report in tender file & in green
committee report file
Create award letter
                                                                1 copy for paper folder, senior officer to sign 2 copies for
Print 3 copies of award letter                                  supplier
Create Reject Letters
After the 5 working days call back, email Reject letters
After the 15 working days call back, issue award letter or
letter of intent
File returned copy of award letter or letter of intent from
supplier in paper folder
Post-Award:
Complete OJEU award notice
Complete EU returns spreadsheet                                 H:\EU Returns\OJEU Returns
File electronic copy of award notice in tender folder
Update Contract Management Form                                 Submit to Procurement Admin.
Complete SD form for recurring contracts                        Submit to Procurement Admin.
                                                                Dependent on risk and involvement. Set dates as tasks in
Set Contract Review Dates                                       Outlook with reminders
Identify any savings and report on Gershon spreadsheet
Ensure paper copy of all documentation is in paper folder &
filed in Live Contracts.




         aeb9c328-c16c-4e61-9bc3-2bb80f6c0bc6.xls 1.6iv(v1.2)                                                                                           7/12/2011

				
DOCUMENT INFO
Description: Price Schedule Template document sample