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Successful Tender Letter Template - Download Now Excel

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					                                          DEPARTMENTAL TENDER PROCEDURE CHECKLIST 1 STAGE

                                                                                                                         Proposed   Date      Reason for delay /
                           Action:                                                 Information:                            Date   Completed   early completion
General Information:
                                                               e.g. Supply of Consultancy. The title and reference
                                                               must be recorded either in paper or electronic format
                                                               so that you can see a list of all tenders your
Title of Tender                                                department has done

                                                               County Procurement Services uses CTP and then a 3
                                                               digit number. You could use your department initials
                                                               and a 3 digit number, whatever number scheme you
Assign a Unique Reference Number                               use it must be collated on a list & auditable

                                                             If over £144,371 the contract will have to be advertised
Total Contract Value (estimate)                              on OJEU. Contact procurement for advice
                                                             Maximum 4 years. Can have options to extend up to
Contract Period (number of years, any extensions?)           the maximum, subject to total contract value
                                                             i.e. open, restricted, negotiated? View Procurement
Tender Procedure Used                                        Route Guidance
                                                             Allow plenty of time to complete the tender exercise
                                                             before the start date. Use the appropriate tender
Contract Start Date                                          timetable to help you plan
Identify if key decision                                     Submit Key Decision Form as appropriate
Set Closing Date for Requests for Tender Documents           Ideally 2 weeks before return date
Set Closing Date for Questions from bidders                  Couple of days after above
                                                             If there are any quesitons relating to the tender process
As questions are received, collate in a spreadsheet together that you require advice on, contact County
with your answers.                                           Procurement Services.
                                                            Ideally 1 week before return date to allow enough time
                                                            for bidders to amend their return if necessary, based
Set Deadline for Sending Questions & Answers to Bidders on the answers circulated. This information can be sent
(removing all commercially sensitive information - company out to bidders by email, ensuring bidders cannot see
names etc.)                                                 who the other bidders are
Tender Return Date                                          Use tender timetable template to set this date
Pre-advertising:
Create electronic folder (suggested format is ref. & title)



        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                         8/17/2011
                                                                                                                          Proposed Date      Reason for delayed
                           Action:                                                  Information:                          Date     Completed / early completion
Create paper file for hard copies
                                                               Access the Procurement Connection website for
Generate Tender Timetable                                      templates via Dnet.
Create other adverts (if applicable)
Project lead to Sign-off adverts
Store all tender documents and copies of adverts in an
electronic folder
Tender Docs:
                                                               Access the Procurement Connection website for
Collate all tender documentation required                      templates via Dnet.
                                                               Be as clear, detailed yet concise as possible. See
Create Specification                                           template
                                                               Access the Procurement Connection website for
Create Covering Letter                                         templates via Dnet.
                                                               Access the Procurement Connection website for
Create Instructions to Tender                                  templates via Dnet.
                                                               Access the Procurement Connection website for
Create Form of Tender                                          templates via Dnet.
                                                               Access the Procurement Connection website for
Create Tender Checklist                                        templates via Dnet.
                                                               Access the Procurement Connection website for
Include General Conditions of Contract                         templates via Dnet.
                                                               Access the Procurement Connection website for
Create Special Conditions of Contract                          templates via Dnet.
                                                               Access the Procurement Connection website for
Create Return Label                                            templates via Dnet. version, depending on level of risk.
                                                               Either Basic or Full
                                                               Access the Procurement Connection website for
Include Commercial Questionnaire                               templates via Dnet.
                                                               Access the Procurement Connection website for
Create Price Schedule                                          templates via Dnet.
Advertising:
Sign-off tender docs by Project Lead
Notify Peter Handford (Treasurers) & Benita Meehan (Legal)
of project                                                 Give estimated date for their involvement
When all tender documents have been completed visit
www.sourcederbyshire.co.uk and input your advert           Allow 24 hours for it to appear on the website




        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                          8/17/2011
                                                                                                                       Proposed Date      Reason for delayed
                           Action:                                                Information:                         Date     Completed / early completion
Send other adverts for publication (if applicable)
Post-Advertising:
Arrange Tender Analysis Meeting with Project team for as
soon after tender return date as possible
Agree Award Criteria with Project team before tender
analysis meeting
Create Scorecard based on award criteria and store            Contact County Procurement Services if you need
electronically in appropriate tender folder                   advice
Tender Return Day:
If the tender is being done through the e-tendering system
and you requested electronic returns, follow the instructions
you were given during training                                View E-tendering Guidance
                                                              Produce 3 copies of a tender return list (access
Derbyshire County Council Departments - for paper returns, Procurement Connection website via Dnet for
attend Tender Panel Room approximately 15 mins after the template) and place carbon paper between each page
closing time with assistance if required                      to create copies.
Leave 1 copy of Tender Return List with Tender Panel
File 1 copy of Tender Return List in tender paper folder &
file last copy with the tender register documentation
Tender Analysis:
                                                              Ensure bids are marked against scorecard criteria, not
Attend Tender Analysis Meeting                                each other
Complete tender scorecard for all bids                        Disregard any bids that are non-compliant
Note any questions relating to the returns
Raise clarification questions with Tenderers by email
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
                                                              send financial info now to Theresa Wilson-Szokalo in
Submit Company Reports / 3 years audited accounts to          Treasurers. Advise of contract value & period. Allow
Treasurers Technical for a Financial Assesment                min. 5 days
Financial Assessment Received                                 Usually in the form of a spreadsheet
Confirm short-list based on outcome of financial
assessment




        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                       8/17/2011
                                                                                                                              Proposed Date      Reason for delayed
                            Action:                                                   Information:                            Date     Completed / early completion
Decide if presentations by the shortlisted companies are
necessary
                                                                 Project team to set agenda & produce scorecard for
If so, create invitation letters and include attachments e.g.    marking presentations. Brief must be the same for all
agenda                                                           parties
Send out finalised invitations
Confirm attendees, dates & times
                                                                 Ensure all bidders are treated fairly and equally by
Attend presentations/meetings                                    using a scorecard to evaluate presentations
Attend additional clarification meetings if required
Attend final decision meeting with project team
Agree on recommended supplier(s)
Seek legal advice as to whether formal contract required
If formal contract is required:

CPS will provide tender documentation to Legal Services          Special conditions will form a large part of the contract.

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 Kay Fox (if
appropriate)




         85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                             8/17/2011
Submit report to Steve Foyster (allow 2 weeks) if
appropriate
                                                                                                                           Proposed Date      Reason for delayed
Confirm outcome of CabCo / Cabinet meeting (if applicable)                                                                 Date     Completed / early completion
If successful wait 5 working days before further action

                           Action:                                                    Information:
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
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)
                                                                 Access the Procurement Connection website for
Create Reject Letters                                            templates via Dnet.
After the 5 working days call back, issue 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

Submit report to Chief Officer for approval (allow 2 weeks)
Identify Committee Date for Report from Kay Fox (if
appropriate)
Submit report to Steve Foyster (allow 2 weeks) if
appropriate
                                                                 If successful wait 5 working days, if unsuccessful, re-
Confirm outcome of meeting                                       write report & re-submit
                                                                 Access the Procurement Connection website for
Create award letter                                              templates via Dnet.
                                                                 Access the Procurement Connection website for
Create Reject Letters                                            templates via Dnet.
After the 5 working days call back, issue Reject letters




        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                           8/17/2011
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:
File electronic copy of award notice in tender folder
                                                               Dependent on risk and involvement. Set dates as tasks
Set Contract Review Dates                                      in Outlook with reminders
Identify & record savings
Complete SD form for recurring Contract
Identify contract management requirements




        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                           8/17/2011
                                          DEPARTMENTAL TENDER PROCEDURE CHECKLIST 2 STAGE

                                                                                                                                                     Reason for
                                                                                                                                Proposed   Date      delay / early
Action:                                                                                 Information:                              Date   Completed   completion
General Information:
                                                                e.g. Supply of Consultancy. The title and reference must be
                                                                recorded either in paper or electronic format so that you can
Title of Tender                                                 see a list of all tenders your department has done



Assign a Unique Reference Number
                                                                If over OJEU limit the contract will have to be advertised on
Total Contract Value (estimate)                                 OJEU.
                                                                Maximum 4 years. Can have options to extend up to the
Contract Period (number of years, any extensions?)              maximum, subject to total contract value
                                                                i.e. open, restricted, negotiated? View Procurement Route
Tender Procedure Used                                           Guidance
                                                                Allow plenty of time to complete the tender exercise before
                                                                the start date. Use the appropriate tender timetable to help
Contract Start Date                                             you plan
Set Closing Date for Requests for Tender Documents              Ideally 2 weeks before return date
Set Closing Date for Questions from bidders                     Couple of days after above
Create Query Log by copying template from Document
Library to project folder. As questions received collate into
Log. Answer any commercial questions and send to the
project team to answer technical questions.
                                                           Ideally 1 week before return date to allow enough time for
                                                           bidders to amend their return if necessary, based on the
Set Deadline for Sending Questions & Answers to Bidders answers circulated. This information can be sent out to
(removing all commercially sensitive information - company bidders by email, ensuring bidders cannot see who the other
names etc.)                                                bidders are.
Tender Return Date                                         Use tender timetable template to set this date
Pre-advertising:
Create paper file for hard copies

Generate Tender Timetable                                       Access the Procurement Connection website for templates.



        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                           8/17/2011
                                                                                                                                                  Reason for
                                                                                                                             Proposed   Date      delay / early
Action:                                                                               Information:                             Date   Completed   completion
Create adverts (if applicable)

Create project folder                                          Access the Procurement Connection website for templates
Store all tender documents and copies of adverts in project
folder
EoI / PQQ Docs:

Create Scoping Document                                        Access the Procurement Connection website for templates.

Create Covering Letter                                         Access the Procurement Connection website for templates.

Create Instructions to Respond                                 Access the Procurement Connection website for templates.

Create Tender Checklist                                        Be as clear, detailed yet concise as possible. See template

Include General Conditions of Contract                         Access the Procurement Connection website for templates.

Create Return Label                                            Access the Procurement Connection website for templates.

Include Commercial Questionnaire                               Access the Procurement Connection website for templates.
Agree evaluation criteria for inclusion in the tender
documents                                                      Access the Procurement Connection website for templates.

Create Appendices                                              Access the Procurement Connection website for templates.

3rd party to proof-read documents                              Access the Procurement Connection website for templates.
Advertising:

                                                               Either Basic or Full version, depending on level of risk.
Notify Treasurers & Legal of project                           Access the Procurement Connection website for templates.

Create Source Derbyshire advert by using weblink               Access the Procurement Connection website for templates.
Send other adverts for publication (if applicable)
Post-Advertising:
Agree Award Criteria with Project team before tender
analysis meeting                                               Give estimated date for their involvement



        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                        8/17/2011
                                                                                                                                              Reason for
                                                                                                                         Proposed   Date      delay / early
Action:                                                                           Information:                             Date   Completed   completion
Arrange response evaluation meeting for after return date
allowing time for commercial assessment                       Allow 24 hours for it to appear on the website
Create Scorecard based on award criteria and store in
appropriate tender folder                                     Access the Procurement Connection website for templates.
EOI / PQQ Return Day:
If done in hard copy, open documents at time set ensuring
you have a witness.
Pass copies of EOI / PQQ to project team
Evaluation / Analysis:
Evaluate the commercial aspects of the bids
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
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
Submit Company Reports / 3 years audited accounts to
Treasurers Technical for a Financial Assesment
Financial Assessment Received
Agree take-up of references
Confirm references received and acceptable
Confirm short-list based on outcome of financial
assessment
Project team to organise on-site attendance by short-listed
companies
Create invitation letters and obtain attachments e.g. agenda,
directions                                                    Access the Procurement Connection website for templates.
Issue invites & confirm attendees, dates & times
Attend on-site presentations/meetings if required or obtain
copies of notes / scorecards
                                                                                                                                              Reason for
                                                                                                                         Proposed   Date      delay / early
Action:                                                                           Information:                             Date   Completed   completion


          85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                  8/17/2011
Attend additional clarification meetings if required
Attend final decision meeting with project team
Tender Docs:

Create Instructions to tender                                   Access the Procurement Connection website for templates.

Create form of tender                                           Access the Procurement Connection website for templates.

Create tender checklist                                         Access the Procurement Connection website for templates.
                                                                Document against which bidders can respond to your
Create Specification/Requirements                               requirements.

Additional Bid Information Return Label                         Access the Procurement Connection website for templates.

Price Schedule                                                  Access the Procurement Connection website for templates.

Create special conditions of contract                           Access the Procurement Connection website for templates.

Create appendices                                               Access the Procurement Connection website for templates.
Identify Award Criteria and include in tender documents
3rd party to proof-read documents
Arrange response evaluation meeting for after return date
allowing time for commercial assessment

Agree scorecard before evaluation meeting                       Access the Procurement Connection website for templates.
Create analysis spreadsheet based on criteria and store in
folder                                                          Contact County Procurement Services if you need advice
Tender Return Day:
Derbyshire County Council Departments - for paper returns,      Produce 3 copies of a tender return list (access Procurement
attend Tender Panel Room approximately 15 mins after the        Connection for template) and place carbon paper between
closing time with assistance if required                        each page to create copies.
Leave 1 copy of Tender Return List with Tender Panel
File 1 copy of Tender Return List in tender paper folder &
file last copy with the tender register documentation
Tender Analysis:
                                                                Ensure bids are marked against scorecard criteria, not each
Evaluate the commercial aspects of the bids                     other
                                                                                                                               Proposed   Date      Reason for
                           Action:                                                     Information:                              Date   Completed   delay / early
Attend evaluation / analysis meeting                            Disregard any bids that are non-compliant


         85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                         8/17/2011
Complete analysis spreadsheet for all bids
Note any questions
Raise clarification questions with companies by email /
correspondence
Compile responses to clarification questions and circulate to
project team
Arrange short-listing meeting with full tender panel (project
team and CPS representative)
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
Decide if presentations by the shortlisted companies are
necessary

If so, create invitation letters and include attachments e.g.        Project team to set agenda & produce scorecard for marking
agenda                                                               presentations. Brief must be the same for all parties
Issue invites & confirm attendees, dates & times
                                                                     Ensure all bidders are treated fairly and equally by using a
Attend presentations/meetings                                        scorecard to evaluate presentations
Attend additional clarification meetings if required
Attend final decision meeting with project team
Agree on recommended supplier(s)
Seek legal advice as to whether formal contract required             Special Conditions will form a large part of the contract
If formal contract is required:
Provide tender documentation to Legal Services

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
Send copy of contract to Legal Services for approval
                                                                                                                                                         Reason for
                                                                                                                                    Proposed   Date      delay / early
                             Action:                                                         Information:                             Date   Completed   completion


         85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                              8/17/2011
Tender Report:
                                                                 Include information about how many bids were received and
Create a report for your relevant Councillor                     justify your recommendation
Sign-off report by Project Sponsor
Submit report (allow 2 weeks)
Identify Committee Date for Report from Kay Fox
If successful wait 5 working days
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                                            Access the Procurement Connection website for templates.
After the 5 working days call back, issue Reject letters
After the 15 working days call back, Legal to sign agreed
contract
If formal contract is not required:
Create report to Chief Officer, CabCo or Cabinet

Submit report to Chief Officer for approval (allow 2 weeks)
Identify Committee Date for Report from Kay Fox (if
appropriate)                                                     Access the Procurement Connection website for templates.
Submit report to Steve Foyster (allow 2 weeks) if
appropriate

Confirm outcome of meeting                                       Access the Procurement Connection website for templates.
File copies of approved report in tender file & in green
committee report file

Create award letter                                              Access the Procurement Connection website for templates.




        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                 8/17/2011
                                                                                                                                               Reason for
                                                                                                                          Proposed   Date      delay / early
                            Action:                                                  Information:                           Date   Completed   completion
Print 3 copies of award letter

Create Reject Letters                                          Access the Procurement Connection website for templates.
After the 5 working days call back, issue 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:
Set Contract Review Dates                                      Frequency dependent on level of risk
Identify & record savings
Complete SD form for recurring Contract
Identify contract management requirements




        85606c63-c506-415d-8d01-b7583df48d1b.xls 1.6ivpc(v1)                                                                                     8/17/2011

				
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