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ITT Template

ITT template

Blank ITT template to be adapted.

This ITT template is aimed at those who wish to buy a service i.e. professional services. Copy and paste in to MS word and do a proof read when adapting to ensure the numbering adds up and any other important information not already included in the ITT template should be added by the user.

  [INSERT COMPANY]  INVITATION TO TENDER FOR THE PROVISION OF: [Insert title]

Deadline: [insert date]; [insert time]

ITT Reference:

Contents

PART A BACKGROUND.. 2

PART B.. 5

1.0        TENDER INSTRUCTIONS. 5

2.0        GENERAL, LEGAL & COMPLIANCE. 6

4.0        SUITABILITY ASSESSMENT. 11

5.0        TENDER EVALUATION.. 12

PART C SPECIFICATION. [ITT template]

1.0 INTRODUCTION

(a)         Provide a report on progress in delivering the requirement to the Project Manager on a regular basis, at least quarterly; 29

(b)         The Contractor will be required to attend meetings on site to review progress and discuss the service, as required by the Project Manager; 29

(c)         The Bidder is invited to propose additional management information to monitor performance under this contract. 29

(d)         Attend a post-contract-review with [INSERT COMPANY] to review whether the objectives of the contract were met, to review the benefits achieved and to identify any lessons learnt for future projects. 29

  1. KPIs and targets associated will be reviewed on a monthly basis. ( Delete if n/a).

 

Bidders are required to submit a proposal comprising of method statements on how they will meet the specification and use the evaluation criteria to help formulate their tender submission.

PART A BACKGROUND

  • Introduction

[Note- Delete-Example wording, our example is brief but you can add more context]

[Example] Procurement Templates is a consultancy service providing interim and retainer services for the ftse companies and the public sector. The company specialises in producing quality templates relating for the procurement profession and for other buyers who have an element of purchasing in their job role.

Established in 2016 Procurement Templates is the fastest growing interim and digital company in London.

Procurement Templates has a global audience for digital downloads and interim services are offered in Central London locations. Further information about the business can be found at www.procurementtemplates.co.uk

Project Background

The purpose of this Invitation to tender is to select a service provider which represents the best value for money in terms of price and quality of service to appoint a digital SEO agency.

  1. Objective

Optimise use of the most appropriate and cost effective media whilst maintaining or improving response rates.

Adopt a creative or innovative approach to specific advertising campaigns where required.

Ensure the service is run seamlessly and account management is timely and managed effectively.

Achieve stronger brand management for our customer base.

  1. The Contract Term

The contract will be let for 24 months plus, two (twelve month) extension options.[2+1+1] for a maximum of four years.

PART B

1.0       TENDER INSTRUCTIONS

 

1.1       Tenders shall be submitted in accordance with the following instructions.  It is important that all the information requested is provided in the format and order specified.  If the Bidder does not provide all of the information insert company] [has requested within the tender pack, [Insert Company] may reject the tender as non-compliant.

1.2       Bidders must obtain for themselves, at their own responsibility and expense, all information necessary for the preparation of their tender.  Bidders are solely responsible for any costs and expenses in connection with the preparation and submission of their Tender, and all other stages of the selection and evaluation process.  Under no circumstances will[ insert company], or its advisors, be liable for any costs or expenses Bidders, their sub-contractors, suppliers or advisors incur in this process, including if this tendering process is terminated or amended by [insert company].

1.3       Bidders are solely responsible for obtaining the information that they consider is necessary in order to prepare the content of their tender and to undertake any investigations they consider necessary in order to verify any information [Insert Company] provides during the procurement process.

 

1.4       All pages of the tender submission must be sequentially numbered (including any forms to be completed and returned).

1.5       All specifications, plans, drawings, samples and anything else that [insert company] issues in connection with this ITT, remains the property of [insert company] and are to be used solely for the purpose of tendering.

1.6       At any time prior to the deadline for receipt of questions, [INSERT COMPANY] may modify the tender documents by amendments in writing.

1.7       [INSERT COMPANY] (at its sole discretion) may extend the deadline for receipt of Tenders. [INSERT COMPANY] reserves the right to modify or to discontinue the whole of, or any part of, this tendering process at any time and accepts no obligation whatsoever to award a contract.

 2.0       GENERAL, LEGAL & COMPLIANCE

 

2.1       [INSERT COMPANY] will check each tender for completeness and compliance with the tender instructions.  [INSERT COMPANY] reserves the right to reject any tenders it considers substantially incomplete, or non-compliant (each tender will be assessed on its own merit, according to the level/importance of omitted or non-compliant content).

2.2       The Bidder will be excluded should any of the grounds for mandatory rejection or discretionary rejection be triggered. Mandatory requirements can be viewed at www.[insert company].co.uk/insert page link

2.3       The Bidder will be excluded should it be assessed that it has a high risk of:

  • Insolvency over the lifetime of the contract; e.g. the Bidder may be excluded if its current assets to current liabilities ratio is less than 1;
  • Insufficient financial capacity to deliver the services effectively; or
  • Over-dependence on [INSERT COMPANY] (e.g. the Bidder may be excluded if its turnover is less than £ [no more than2x the contract value]

3.0       INSTRUCTIONS

3.1       “[INSERT COMPANY]” means the contracting authority/client, seeking to invite suppliers to participate in the procurement process.

“You” or “Supplier” means the legal entity completing these questions, seeking to be invited to the next step of the procurement process Invitation to Tender (ITT)

3.2       Please ensure all questions are completed in full and in the format requested. Failure to do so may result in your submission being disqualified. If the question does not apply you need to clearly state N/A.

3.3       If it is necessary for you to provide additional information this should be provided as an appendix and clearly referenced as part of your declaration.

3.4       [INSERT COMPANY] REPRESENTATIVE

Your main point of contact is: xxxxxxxx: xyz@[insert company].co.uk

If you wish to find out more about [INSERT COMPANY], please visit our website at www.[insert company].co.uk

3.5       Procurement Timetable

The timetable for this procurement follows.  This is intended as a guide and whilst [INSERT COMPANY] does not intend to depart from the timetable, it reserves the right to do so at any stage.

Description Start Date End Date Time
Draft Specification circulated
Suppliers Day
Invitation to Tender issued
Supplier clarification questions deadline
Deadline for Submitting Tenders
Tender Evaluation & Post Tender Clarification
Estimated notification of award decision
Target contract commencement date

 Note: [INSERT COMPANY] reserves the right to amend these dates as business requirements demand and will communicate any changes to Bidders.

3.6       Suppliers Day

3.6.1    Bidders are invited to attend a supplier’s day briefing to provide feedback on the specification in advance of the ITT being issued. The purpose of this supplier day is for [INSERT COMPANY] to understand the market’s ability to deliver the scope and technical specification. The objective is for us to clarify whether if the scope is sufficiently clear for bidders to submit a robust response. We expect the supplier day to be a two way dialogue, on the day we will give a brief presentation on the requirements and will open up the floor to general Q&A. There will also be structured 1:1 sessions with each supplier. [INSERT COMPANY] will use the feedback to tweak the specification. All questions arising from the 1:1 session will be anonymised and shared with all bidders. Commercial information will not be shared. The Supplier day will take place on xxxxxxxxxxx at [INSERT COMPANY] offices from xxxxxxxxxx. [or if appropriate include tender portal link instead]

3.6.2    Any questions should be prepared in advance of the Supplier day and sent by email to xxx@[insert company].co.uk to ensure their questions can be answered on the day.

3.6.3    Bidders must notify [INSERT COMPANY] of their intention to attend in the ITT Acknowledgement, please note that the Bidder will be restricted to a maximum of two representatives.

3.6.4    The ITT document will be circulated to bidders in a near final form and released as draft 1.0. The ITT final ITT document released after the Supplier Day will incorporate market feedback and titled ITT final 2.0.

3.7       Evaluation Methodology

3.7.1    In the interests of an open, fair and transparent assessment, this document sets out how [INSERT COMPANY] intends to evaluate tender responses.  It outlines the evaluation criteria and respective weightings, as well as the evaluation methodology to be applied.

3.7.2    The process that will be used to select an appropriate Bidder and award the contract for this procurement is available in more detail in the Appendix named The Evaluation Criteria.  It should be noted that tenders are only scored after the bidder has passed an initial gateway for the Suitability Criteria. This is a single stage tender, bidders who do not pass the first gateway will be rejected.

3.73     An evaluation panel consisting of representatives of key stakeholders within [INSERT COMPANY] will carry out the evaluation. The procurement team will only act as moderator during the suitability and proposal assessment phases of the evaluation.

3.8       Verification of Information Provided

3.8.1    Whilst reserving the right to request information at any time throughout the procurement process. [INSERT COMPANY] may enable the Supplier to self- certify that there are no mandatory/ discretionary grounds for excluding their organisation. When requesting evidence that the supplier can meet the specified questions relating to Technical and Professional Ability [INSERT COMPANY] may only obtain such evidence after the final tender evaluation decision and only from the winning Supplier only.

3.8.2    Please self-certify whether you already have, or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below:

  • Employer’s (Compulsory) Liability Insurance = £XM
  • Public Liability Insurance = £XM
  • Professional Indemnity Insurance = £XM

3.9       Sub- contracting Arrangements

3.9.1    Where the Supplier proposes to use one or more subcontractors to deliver some or all of the contract requirements, a separate Appendix should be used to provide details of the proposed delivery model that includes members of the supply chain and percentage of work being delivered by each subcontractor and the key deliverables that each subcontractor will be responsible for.

3.9.2    [INSERT COMPANY] recognises that sub- contracting arrangements may be subject to change and not finalised until a later date. However, Suppliers should be aware that where information provided to [INSERT COMPANY] indicates that sub- contractors are to play a significant role in delivering the key requirements and any changes to those sub- contracting arrangements significantly affect the ability of the supplier to deliver key requirements the Supplier should notify [INSERT COMPANY] immediately of any changes in the proposed supplier sub-contractor arrangements. [INSERT COMPANY] reserves the right to deselect the Supplier prior to any award of contract based on an assessment of the updated information. 

3.10     Consortia Arrangement   [include if applicable or delete]

3.10.1  If the Supplier completing this tender submission is doing so as part of a proposed consortium the following information must be provided:

Names of all consortium members;

  • The lead member of the consortium who will be contractually responsible for delivery of the contract (if a separate legal entity is not being created); and
  • If the consortium is proposing to form a legal entity, full details of the proposal should be submitted as an Appendix with this Tender.
  • [INSERT COMPANY] may require the consortium to assume a specific legal form if awarded the contract. If it is deemed that a legal incorporation is necessary for the satisfactory performance of the contract.
  • All members of the consortium will be required to provide the information required in all sections of the Tender as part of a single composite response to [INSERT COMPANY] i.e. each member of the consortium is required to contribute to completing the response document.

3.11     Confidentiality [INSERT COMPANY] reserves the right to contact the named customer contact and the nominated customer does not owe [INSERT COMPANY] any duty of care or have any legal liability, except for any deceitful or maliciously false statements of fact. [INSERT COMPANY] confirms that it will keep confidential and will not disclose to any third parties for any information obtained from the named customer contact, other than to the Crown Commercial Services and or contracting authorities defined by the Public Contract Regulations.

4.0       SUITABILITY ASSESSMENT [ITT Template]

 

4.1       The Suitability Assessment will be carried out using Bidder responses the specification and uses a generic scoring scheme (provided in Table 2 below).  Suitability Assessment Scoring Scheme

Grade label Grade Definition of grade
Unacceptable 0 The response has been omitted, or the Bidder proposal evidences inadequate (or insufficient) capacity or capability to deliver the requirement(s)
Weak 1 The Bidder has demonstrated merit, although there is weakness evident in its capacity or capability for the purposes of the procurement.
Satisfactory 2 The Bidder has evidenced a level of capacity and capability suitable for the purposes of the procurement.
Good 3 The Bidder has evidenced a significant level of capability and capacity for the purposes of the procurement.

 

4.2       Each evaluation area is weighted to show the relative importance / significance of the criteria specific to the Suitability Assessment.

4.3       The suitability section scored responses are generally assessed out of a maximum of three (3).  The evaluation panel will be unable to give partial scores (for example 2.5) however, when aggregating scores the Suitability Assessment score will be rounded to two decimal places. Note only technical questions are scored the suppliers organisation details are for either for information only if mandatory, pass/ fail. A score below two (2) for any part of the suitability question will constitute a failure to evidence suitability (against the requirement of the procurement) and will automatically disqualify the Bidder.

DELETE  [note you should put together a suitability assessment and either add it here or include as an appendix – If you would like a ready prepared template you can purchase one from the website or if appropriate use the Government version of the SQ

5.0       TENDER EVALUATION

Grade Definition of grade
5  

A wholly excellent Tender Response that (where applicable):

·                    Addresses all aspects of the question in an informed and comprehensive manner;

·                    Demonstrates a thorough understanding of what is being asked for;

·                    Provides evidence of how that understanding can be applied in practice;

·                    Offers full confidence that the Bidder will deliver the service in full;

·                    Addresses the majority of areas of doubt and uncertainty; and

·                    Provides certain, unambiguous commitments or statements of intent that permit reliance through translation into contractual terms

 

4  

A good Tender Response that (where applicable):

 

·                    Addresses all aspects of the question and is generally of a good standard;

·                    Demonstrates a good understanding of what is being asked for;

·                    Provides a worked-up methodical approach;

·                    Offers confidence that the Bidder will deliver the service in full with limited areas of doubt or uncertainty;

·                    Addresses key areas of doubt and uncertainty; and

·                    Provides commitments that can be translated well into contractual terms

 

3  

A satisfactory Tender Response that (where applicable):

 

·                    Addresses the majority of the question and is generally of a good standard but lacks substance or detail in some areas;

·                    Demonstrates an understanding of what is being asked for;

·                    Provides a satisfactory approach;

·                    Offers a general level of confidence that the Bidder will deliver the service (but with room for doubt in some areas);

·                    Address some areas of doubt and uncertainty; and

·                    Provides some commitments that can be translated well into contractual terms.

2  

A  Tender Response that (where applicable):

 

·                    Addresses some of the question but either lacks relevant information and detail or lacks substance in a manner that would suggest the response is a “model answer”;

·                    Demonstrates some understanding but with a lack of clarity in key areas;

·                    Provides an approach which is not wholly appropriate or viable or lacks evidence;

·                    Shows that the level of confidence that the supplier can deliver does not outweigh the doubt;

·                    Does not address many areas of doubt and uncertainty; and

·                    Does not offer sufficient commitment (with doubt as to the extent to which would translate into contractual terms)

1  

A generally unsatisfactory Bidder response that (where applicable):

 

·                    Does not address the question or has omissions;

·                    Lacks understanding in significant areas:

·                    Provides an approach which has gaps or creates concerns;

·                    Shows that the level of confidence that the supplier can deliver is low;

·                    Creates uncertainty; and

·                     Displays significant lack of commitment (with doubt as to the extent to which would translate into contractual terms)

0  

A wholly unsatisfactory Bidder response that (where applicable):

·                    Provides no response or omissions/oversights that prevent scoring;

·                    Refuses to deliver the requirement; and

·                    Creates concerns so significant that the response would be detrimental to the interests of the company

 

5.1       The evaluation panel will score the ITT assessment against the Award Criteria in Appendix X for the project/ contract. All previous scoring such as the Suitability Assessment will be discarded at this point. The Contract Award decision is solely based on the basis of Bidder proposal and price offering.

5.2       [INSERT COMPANY] uses the following quality / price ratio to determine the outcome of the evaluation where quality (technical evaluation) and price are weighted and scored individually before being combined.

Quality 70%: Price 30% [Change the % to suit the project requirements]

5.3       Technical criteria are weighted and scored as a percentage of the maximum score available with a minimum quality threshold set.

5.4       Technical Evaluation

Tenders are assessed on how well they satisfy the technical evaluation criteria. The relative importance of each criterion is established by giving it a percentage weighting so that all the weightings equal 100%.  The Evaluation Matrix provides details of the weightings that [INSERT COMPANY] will use in assessing Bidder proposals.

The Technical Evaluation will be carried out using Bidder responses to the tender specification using the scoring scheme (identified in Table below).

5.5       The scored responses are generally assessed out of a maximum of five (5).  The Evaluation Panel will not be allowed to give partial scores (for example 3.5); however, once all scores are aggregated, the technical scores will be rounded to two decimal places prior to consolidating with the price evaluation.

5.6 The following shall constitute a failure to evidence satisfactory delivery of the requirement(s) of the procurement and will automatically disqualify the Bidder:

  • A grade of zero (0) in any of the evaluated technical/quality questions in the ITT before the weightings are applied.

(b)  an overall Technical Score of less than X (60% of the maximum available technical score of X) after the weightings have been applied to all the evaluated technical/quality questions.

5.7 Those Tender Responses which fail to demonstrate satisfactory delivery of the requirement(s) of the procurement by reason of failing to achieve these minimum thresholds will be set aside and considered as failing to meet the overall requirement.

5.8  Tender evaluation criteria and minimum requirements

In evaluating tenders, the most economically advantageous tender(s) will be sought.  This will be using the evaluation criteria and weightings detailed in ITT Evaluation Matrix Award Criteria.

The evaluation criteria detail the minimum requirements. Therefore, any tender which cannot demonstrate that it meets any of the minimum requirements will not be marked and will automatically score zero.

Bidders are advised to carefully consider the attached specifications.

You can purchase a sample Evaluation Matrix – to be inserted here

5.9       Price Evaluation

5.9.1    All prices quoted shall be in sterling (unless otherwise requested in the Tender Documents), exclusive of Value Added Tax and shall be firm.

5.9.2    A full and comprehensive breakdown of all costs and expenses to provide the goods, services or works requested in this invitation to tender must be provided and all assumptions must be clearly stated.

5.9.3    Failure to provide adequate detail may cause your tender to be judged non-compliant.

5.9.4    The construction of the price must be clear and easy to understand.  Where appropriate the use of tables to show pricing is preferred.  We require the following information:

  • A breakdown by grade and named individual, indicating the number of days to be worked on each task and the daily rate to be charged.
  • A list of sub-contracts with prices and copies of quotations where available (a similar breakdown by grade, named individuals and rates, as above, is required where the sub-contract is for manpower).
  • Details of any other costs, such as hire charges for equipment.
  • Details of travel and subsistence and all expenses to be incurred.
  • The above breakdowns should be further broken down into individual work packages.

6.0       TENDER CLARIFICATION QUESTIONS

6.1       Should you have any questions relating to the project, please email these before the deadlines detailed in the project timeline above to ensure that these questions can be effectively addressed. To ensure equal and fair treatment to all potential suppliers, [INSERT COMPANY] will circulate all questions and responses anonymously.  Questions should be emailed to: xxxxxxxx xyz@[insert company].co.uk [ or if available include tender portal information]

 

  • PROCESS & PREPARATION of TENDER RESPONSE
  • The bidder shall submit a tender response comprising of method statements and submit the required Appendix Forms.

The bidder shall not approach any Customer employee, the Customer’s Representative or its agents to discuss any aspects of the Tender. All communication should be conducted via the Customers Representative.

The bidder shall not canvass support for the award of the contract by approaching any employee of [INSERT COMPANY], its Representative or its agents.

The documents as enclosed are to be accepted in their entirety. No alteration will be allowed, unless notified and confirmed in writing by the Customer’s Representative before the date stated for the receipt of tenders. If any alteration is made or these instructions to Suppliers are not fully complied with the tender may be invalidated.

The conditions of contract included in this Invitation to Tender apply. The bidders standard terms of business or trade will not be accepted.

Any requested changes to the conditions of contract must be detailed on the Contract Issues Memo document included for consideration. If this is not completed, it is assumed that the bidder has accepted all terms and conditions detailed and no further changes will be accepted.

.The bidder shall be deemed to have satisfied itself as to the nature, extent and the content of the goods, services or works to be provided, the extent of staff required and all other matters, which may affect the tender.

All prices quoted to be GBP (unless otherwise requested in the Invitation to Tender) exclusive Value Added Tax and firm.

It is the Suppliers responsibility to ensure the tender is correct at the time of submission. No amendment to the tender will be allowed after the due date.

Any questions must be emailed to the main point of contact no less than five days before the return date. Note: questions/responses will be circulated anonymously to all Suppliers invited to tender.

Tenders received after the closing date and time will not be considered

The Customers Representative reserves the right to correct any omissions or inaccuracies in the Invitation to Tender and to clarify and/or amend any of the Customers’ requirements, up to seven days before the return of tenders.

All information supplied by [INSERT COMPANY] must be treated in confidence and not disclosed to third parties except insofar as this is necessary to obtain sureties or tenders required during the preparation of the Tender. All information provided by Suppliers will be treated in confidence except in stances where references may be sought. [INSERT COMPANY] reserves the right to cancel this Tender at any point and any cost incurred in the preparation of this Tender is at the Bidder’s expense.

7.15Tenders must remain open for acceptance for a period of 180 calendar days from the submission date.

8.0       CONDITIONS OF CONTRACT

8.1       Attached in Appendix X is the terms and conditions in relation to the proposed contract award.

8.2       Qualification of the Contract

Where Bidders have any queries or concerns with any specific condition of the terms and conditions of the contract, these should be submitted in writing to [insert tender portal link or  xyz@[insert company].co.uk as soon as possible, and in any case no later than 10 days prior to the deadline for submission of tenders.  Please ensure the specific condition(s) and proposed amendment(s) are provided.  These will be reviewed by [INSERT COMPANY] on a case by case basis, and, if accepted, revised terms and conditions will be issued to all Bidders.  Failure to accept the terms and conditions of the contract or to qualify the tender in any way, may result in the tender being rejected by [INSERT COMPANY].

9.0  RESPONSE CHECKLIST

Tenders must be sent by email to xyz@[insert company].co.uk or via a tender portal  . The email size should be no more than xxMB.

Please ensure you quote “[INSERT COMPANY]_project number name of project xxxx)” as the subject line in your email.

 

Requirement to be submitted Completed
Completed Tender Response, using method statements to outline how the specification will be met and take into consideration the evaluation criteria.
Completed pricing schedule including separate breakdown of costs
Completed tender declaration (section X in this document)
In the unlikely event that any amendments are requested to the proposed terms and conditions, a completed copy of the contract issues memo (included in section B) detailing requested amendments

PART C SPECIFICATION [ITT Template]

 

1.0 INTRODUCTION

 

1.1       [Insert introduction specific to the project. Include background information on the department sponsoring the project and how this fits with the wider context of the business]

 

1.2       Key objectives of the contract are to:

  • Insert objectives

 

2.0       PROJECT OVERVIEW /BACKGROUND

 

2.1       [Provide more detail including historical spend, trends, patterns status etc, explain why there is a need or requirement for this work to happen          ]

 

  1. PROJECT OBJECTIVES/BENEFITS

 

3.1       Provide an overview of the project objectives and benefits to enable the suppliers to understand where this work fits in with [INSERT COMPANY]’s company objectives, if applicable.

Include the following;

What will the project aim to achieve?

What are the potential benefits to [INSERT COMPANY]/industry/end user

Highlight potential advantages, cost, change of legacy/process/standards etc…

 

  1. SCOPE OF WORK

 

4.1       The scope of work should be detailed in this section.

 

4.2       In Scope

 

4.3       Out of Scope

  [When drafting the scope of work discuss the requirement with colleagues, other users (internal/external stakeholders) and supply chain where necessary to aid you.]

Consider the following points below when drafting

 List the most important elements of the requirement first and work through to the least important

  • Use simple language, avoid using jargon;
  • Do not embed requirements in background information – suppliers may miss them – keep requirements in their own sections;
  1. BUDGET &TIMESCALES

5.1       [Provide an indicative range for the budget so suppliers don’t overprice the bid, you don’t need to give the exact budget, the specification should be sufficiently clear for them to be able to price accordingly.]

 Some dates to consider are:

  • Start date
  • Duration of the work

 

  1. Project Risks.

  [If applicable-The main risks to the project should be highlighted however; suppliers should be instructed to provide a detailed risk assessment/register within their response highlighting areas where greater attention may be required to ensure success of the project.]

Examples of potential risks to the project identified by [INSERT COMPANY];

  • Failure to deliver on time – Will this affect other projects, [INSERT COMPANY], Industry etc?
  • Resource allocation
  • Potential obstacles

 

  1. Project Milestones &/or Deliverables

 

A project milestone is the end of a stage that marks the completion of a work package or phase, which eventually makes up a project deliverable.

 

Use Milestones with clear deliverables to help structure the management of the project.

 

Think about what the final deliverable should look like, how it should be presented and in what format etc.

Consider if the project deliverable or output is a tangible or intangible object produced as a result of the project that is intended to be delivered to [INSERT COMPANY], for example a report, a document, a DVD/Website etc.

For larger projects it may be easier to break the project down into stages using key deliverables as project milestones.

The payment schedule should be linked to key milestones/deliverables – this will allow you to evaluate if the amount of work (effort) and associated costs proposed by the Bidders are reasonable.

List of deliverables, outputs and reports the Contractor is to supply:

  • [Insert deliverables specific to the project]

Information requirements:

  • Management Information reports on activity (as specified under Contractor Responsibilities)
  • Contract review annually
  1. Project Risks.

  [If applicable-The main risks to the project should be highlighted however; suppliers should be instructed to provide a detailed risk assessment/register within their response highlighting areas where greater attention may be required to ensure success of the project. ]

Examples of potential risks to the project identified by [INSERT COMPANY];

  • Resource allocation
  • Potential obstacles
  1. Account Management
[Meetings-Frequency of contract management meetings:
  • [insert monthly or quarterly],

 

The contractor will be required to:

Monitor the quality of the service provision to ensure customer satisfaction in accordance with the key performance indicators outlined in the Contract, unless otherwise approved by the Project Manager; [Amend the requirement as required depending on whether if it’s a short-term project or a term contract]

(a)       Provide a report on progress in delivering the requirement to the Project Manager on a regular basis, at least quarterly;

(b)       The Contractor will be required to attend meetings on site to review progress and discuss the service, as required by the Project Manager;

(c)       The Bidder is invited to propose additional management information to monitor performance under this contract.

(d)       Attend a post-contract review with [INSERT COMPANY] to review whether the objectives of the contract were met, to review the benefits achieved and to identify any lessons learnt for future projects.

Milestone Sign Off [Insert key dates, and what they need to deliver to get the milestone signed off].

 

Key Performance Indicators

[Insert KPI’s use the supplier day to help you prepare KPI’s if you are unsure about what to request]

Contract Remedies /Service Credits

Remedies for below par performance:

Performance will be monitored as part of routine contact compliance and reviewed by [INSERT COMPANY]. Remedial action will be followed through and monitored according to a plan agreed by the [INSERT COMPANY] Contract Manager and the Contractor’s Contract Manager.

 Pricing schedule:

Please fill in the excel sheet Appendix X Pricing Schedule and return with the Tender Response.

  1. The rates contained in the pricing schedule are, unless otherwise expressly agreed between the parties, firm.
  2. The rates entered shall be deemed to include complete provision for full compliance with the requirements of the Contract.
  3. The rates exclude VAT.
  4. The rates entered in the Pricing Schedule shall include all travel and subsistence costs.
  5. Bidders must include in the pricing schedules any discounts or any reduced pricing they are proposing to offer to [INSERT COMPANY] in the delivery of this requirement.
[INSERT COMPANY] requires Bidders to competitively tender against the requirements of the Specification.  Payments to the Contractor for service delivery will be in accordance with the terms and conditions. There will be a milestones payment mechanism linked to satisfactory sign off for the work completed. The supplier should put appropriate milestones in their proposal.
  1. Payments will be made [confirm payment schedule]
  2. KPIs and targets associated will be reviewed on a monthly basis. ( Delete if n/a)

Assumptions: [insert any assumptions that may apply]

Appendix X Form of Tender [ITT Template]

 

This section outlines how the offer from the Bidder is to be constructed. Please return this Tender Declaration along with your Tender and retain a copy for your records.

 

Having examined the ITT email, the Instructions to Bidders, the Information Required From Bidders, the Conditions of Contract, the Specification and this Form of Tender (the “Tender Documents”), we offer to supply all/part of (delete as applicable) the goods, services or works specified in these Tender Documents.

We undertake if selected, to perform the contract in accordance with the Tender Documents, including the Conditions of Contract contained herein.

We agree that this tender shall remain open for acceptance by the Customer for 180 days from the date stipulated for the return of tenders.

We understand that you are not bound to accept the lowest or any tender you may receive.

We certify that this is a bona fide tender, and that we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person.  We also certify that we have not done and we undertake that we will not do, at any time before the hour and date specified for the return of this tender, any of the following acts:

  1. Communicate to a person, other than the person calling for the tenders, the amount or approximate amount of the proposed tender. Except where the disclosure, in confidence, of the approximate amount of the tender was necessary to obtain insurance premium quotations required for the preparation of the tender.
  2. Enter into an agreement or arrangement with any other person that he shall refrain from tendering or as to the amount of any tender to be submitted.
  3. Offer or pay or give or agree to pay or give, any sum of money or valuable consideration directly or indirectly to any person, for doing or having done or causing or having caused to be done, in relation to any other tender or proposed tender for the said goods, services or works, any act or thing of the sort described herein.

We recognise that the Customer reserves the right to clarify details of our offer prior to the award of any contract.

We hereby undertake that the period during which this tender remains open for acceptance not to divulge to any persons, other than the persons to whom the tender is to be submitted, any information relating to the submission of this tender or the details contained therein except where such is necessary for the purpose of submission of this tender.

 

Appendix X Subcontractors

All suppliers to [INSERT COMPANY] are asked to provide details of all sub-contractors that will be used to perform the contract.

Name & Address of Sub-Contractor Service performed for Contractor Provide details of staff numbers[1] Provide latest year’s turnover
Name:
Address:

 

Name:
Address:

 

Name:
Address:

 

Appendix X Conflicts of Interest

Bidders have a continuing duty to disclose actual or potential conflicts of interest in respect of itself, its named sub-contractors and/or consortia members.

 Please describe any (potential) conflicts of interest that the Bidder has identified and how these will be managed*:

 If you DO NOT have any conflicts to declare, please tick this box:

Bidders are reminded that failure to identify material conflicts of interest may lead to rejection of its tender response.

Guidance to Bidders:

Bidders should describe in the detail the perceived conflict (how it could be perceived in the context of this procurement) and the measures it will take to mitigate the conflict through the procurement life-cycle and service delivery.

Appendix X Tender Response

Bidders are required to submit a proposal comprising of method statements on how they will meet the specification and use the evaluation criteria to help formulate their tender submission. [1] This is the average annual numbers of both staff and managerial staff employed over the last trading year

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