"Sample Invitation Rejection Letters"
SECTION 6: INVITATION TO TENDER 1. Guidance Notes. 2. Sample Covering Letter Despatching Tender Documents 3. Sample Invitation to Tender documents 3a Invitation to Tender - Services (2-Stage) [PQQ has been used] 3b Invitation to Tender - Services (Open) [PQQ not used] 3c Invitation to Tender - Goods (2-Stage) [PQQ has been used] 4. Sample Award Letters (Non European) 4.1 Successful Tenderer 4.2 Unsuccessful Tenerers 5. Sample Standardised European Award and Rejection Letters 5.1 Background and guidance document on the use and application of the various letters 5.2 Overview of Legislative requirements in relation to Contract award 5.3 Minimalist Intention to Award 5.4 Award Letter 5.5 Minimalist Rejection Letter for Shortlisted Tenderers 5.6 Minimalist Rejection Letter to companies who were not shortlisted 5.7 Detailed Intention to Award 5.8 Detailed Rejection Letter for Shortlisted Tenderers 5.9 Detailed Rejection Letter for companies who were not shortlisted SECTION 6 INVITATION TO TENDER Item 1 – Contents & Guidance Notes Revision B, 17Jun„09 Page 1 of 4 SECTION 6: INVITATION TO TENDER 1. GUIDANCE NOTES This document contains the standard format for an Invitation to Tender and it is suggested that this be used for purchases and contracts greater than £50,000 and a more complex nature. Please contact the Corporate Procurement team if you have any problems in drafting or using the documents. Instructions for Use 1. Ensure you have at least 3 candidates from whom to invite bids, refer to Section 1: Guide to Procurement, Pages 4 & 5. 2. Draw up your timetable for tender despatch date, tender closing date and award date. 3. Complete the invite letter and Instructions to Tenderers following the guidance notes. Consider where to use optional material in square brackets. Ensure the documents make sense for your purchase / contract requirement. 4. You will then need to complete the documentation attached to your letter. a. The Contract Terms and Conditions The standard terms and conditions detailed are those in use within the Council and must not be changed in any circumstances. If you require more detailed conditions, you may attach an additional page(s) of special conditions which are not covered by the main terms and conditions. However, you should take care when doing this and seek further advice from Legal if you are in any doubt or difficulty. A Special Conditions of Contract section has been included – any options which do not apply should be deleted. b. The Specification Include a description of what it is you want done or supplied. c. Pricing Schedule This should link to your specification and is useful if you want to see a price breakdown or schedule of rates. SECTION 6 INVITATION TO TENDER Item 1 – Contents & Guidance Notes Revision B, 17Jun„09 Page 2 of 4 d. Selection Criteria The criteria used to select the successful tender should be identified and qualified prior to the Tender being issued e. Tender Return The form of tender must be duly completed and submitted with the pricing schedule, supporting information, (if required) and annexes duly completed to: [Name of Organisation] [Address] …………………………………. …………………………………. …………………………………. by no later than noon on [date] Enclose a tender return label / envelope: The tender reference number should also be noted on the envelope. e-Tendering The City Council is now moving towards processing tenders through an Electronic tendering system. Where tenders are processed through the e-Tendering system it should be acknowledged that all communication and correspondence with the suppliers MUST take place through the ALITO E-Tendering portal via the automatic link from where the documents are down loaded at http://nottinghamcity.selfservice.alito.co.uk by the due date and time. In circumstances whereby a supplier does not have a computerised access to the Internet they should complete the paper document in black ink or typing, in English and submit it to the person and address identified above and the document(s) MUST be received by the Council in advance of the date and time specified. Envelopes/packaging containing the completed questionnaire must be clearly marked as “Completed Tender relating to (identification of requirement)” No tender will be considered which is late - for whatever reason. N.B. We do not open any tenders until after the deadline has expired, therefore there is no penalty for returning a tender early! 5. Check your documents prior to despatch; to ensure that they are clear, consistent, complete and „tenderer proof', especially the terms and SECTION 6 INVITATION TO TENDER Item 1 – Contents & Guidance Notes Revision B, 17Jun„09 Page 3 of 4 conditions, specification and pricing schedule. Despatch the documents allowing a reasonable time for return of bids. Do not send out the award and decline letters at this stage. 6. After tender opening evaluate all bids. 7. Complete award and decline letters Letter to successful tenderer. Letters to unsuccessful tenderers. SECTION 6 INVITATION TO TENDER Item 1 – Contents & Guidance Notes Revision B, 17Jun„09 Page 4 of 4