RFP Template

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REQUEST FOR PROPOSAL (RFP) FOR [INSERT REQUIREMENT]

Project Reference:

Section A – Tender Instruction

 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 Tenderer does not provide all of the information [INSERT COMPANY] has requested within the tender pack, [INSERT COMPANY] may reject the tender as non-compliant.

Tenderers must obtain for themselves, at their own responsibility and expense, all information necessary for the preparation of their tender.  Tenderers 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 Tenderers, their sub-contractors, suppliers or advisors incur in this process, including if this tendering process is terminated or amended by [INSERT COMPANY].

Tenderers 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.

 

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

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

[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.

This is part of a restricted Tender and all tenderers invited to respond to this ITT have passed the pre-qualification questionnaire to proceed to this current stage.

[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).

“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)

 

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.

 

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.

 

[INSERT COMPANY] REPRESENTATIVE

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

[INSERT COMPANY] OVERVIEW

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

TIMELINE

The expected milestones are set out below:

Project Objective Start Date End Date
Draft Specification circulated
Suppliers Day ( delete if not applicable)
RFP issued
Supplier clarification questions deadline
Deadline for Submitting Tenders  
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 tenderers.

            SUPPLIERS DAY [to be included in the draft ITT issued to all suppliers who express an interest]

Tenderers are invited to attend a supplier’s day meeting 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 [insert address] Insert time

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

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

Should you have any questions relating to the project, please email these six days before the deadline detailed in the project timeline above to ensure that these questions can be addressed. To ensure equal and fair treatment to all suppliers who have submitted a bid, [INSERT COMPANY] will circulate all questions and responses anonymously.

Questions should be emailed to: xxxxxxxx xyz@[insert company].co.uk

The Supplier shall not enter in any agreement or arrangement with any third party which would in any way cause [INSERT COMPANY] or its members to incur any financial obligations to the Supplier or any third party.

 

The Supplier shall not approach any [INSERT COMPANY] employee, the [INSERT COMPANY] representative or its agents to discuss any aspects of the Tender. All communication should be conducted via the nominated representative.

The Supplier 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 [INSERT COMPANY] procurement 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 Suppliers standard terms of business or trade will not be accepted.

Any requested changes for minor amendments to the conditions of contract must be sent in as a qualification to the contract for consideration. If this is not completed, it is assumed that the Supplier has accepted all terms and conditions detailed and no further changes will be accepted.

The Supplier 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.

[INSERT COMPANY] reserves the right to correct any omissions or inaccuracies in the Invitation to Tender and to clarify and/or amend any of [INSERT COMPANY]s’ 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.

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

 

Part B EVALUATION OF TENDER

 

This section sets out how the organisation intends to score submitted bids/proposals

           

EVAULATION METHODOLOGY

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.

 

EVALUATION PROCESS

The process that will be used to select an appropriate Tenderer and award the contract for this procurement is to check for suitability of the tenderer. If the tenderer does not conform to the minimum requirements Tenders will not be marked.

It should be noted that pricing is only taken into consideration should the technical / quality evaluation result achieve the threshold. The minimum score is X.

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.

 

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 Appendix X.

The evaluation criteria specified in Appendix X relate to the attached specification which 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.

Tenderers are advised to carefully consider the attached specifications, ask clarification questions to ensure these are understood

Suitability Questions. Tenderers must pass all of the questions in this section for their RFP to be marked. A fail will automatically result in a non- compliant bid.

 

Suitability Evaluation Area Evaluation Intention Evaluation Criteria  Pass/Fail
Contract Examples Experience of similar contracts Organisation experience of  x

 

Technical Capability 1 TBC TBC
Technical Capability 2 TBC TBC
Technical Capability 3 TBC TBC
Insurance requirements Willing to self- certify whether if the tenderer already has or can commit to obtain, prior to the commencement of the contract. Employer’s (Compulsory) Liability Insurance = £2M

Public Liability Insurance = £1M

Professional Indemnity Insurance = £1M

 

Award Criteria Scoring Table

Grade Definition of grade
5  

A wholly excellent Tender Response that (where applicable):

 

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

b)    Demonstrates a thorough understanding of what is being asked for;

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

d)    Offers full confidence that the Tenderer will deliver the service in full;

e)    Addresses the majority of areas of doubt and uncertainty; and

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

 

4  

A good Tender Response that (where applicable):

 

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

b)    Demonstrates a good understanding of what is being asked for;

c)    Provides a worked-up methodical approach;

d)    Offers confidence that the Tenderer will deliver the service in full with limited areas of doubt or uncertainty;

e)    Addresses key areas of doubt and uncertainty; and

f)     Provides commitments that can be translated well into contractual terms

 

3  

A satisfactory Tender Response that (where applicable):

 

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

b)    Demonstrates an understanding of what is being asked for;

c)    Provides a satisfactory approach;

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

e)    Address some areas of doubt and uncertainty; and

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

2  

A  Tender Response that (where applicable):

 

a)    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”;

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

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

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

e)    Does not address many areas of doubt and uncertainty; and

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

1  

A generally unsatisfactory Tenderer response that (where applicable):

 

a)    Does not address the question or has omissions;

b)    Lacks understanding in significant areas:

c)    Provides an approach which has gaps or creates concerns;

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

e)    Creates uncertainty; and

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

0  

A wholly unsatisfactory Tenderer response that (where applicable):

 

a)    Provides no response or omissions/oversights that prevent scoring;

b)    Refuses to deliver the requirement; and

c)    Creates concerns so significant that the response would be detrimental to the interests of the Department

Evaluation Criteria Matrix

 

Evaluation Matrix Evaluation Area Evaluation Intention Evaluation Question Evaluation Criteria Weight
A1 Overview This response is not evaluated and is used to contextualise the Tenderer’s response.) Tenderers must provide a concise summary highlighting the key aspects of the proposal N/a N/a
A.2 Method Statement Seeks to establish that the Tenderer has understood the requirements and has a credible plan for delivering successful outcomes Tenderers must provide a method statement detailing how it is proposed to fulfil [INSERT COMPANY] requirements (as described in the Specification). 

 

This should include a description of how it is intended to obtain, deliver and sustain the services for all aspects of the requirement 

 

Tenderers should demonstrate how it will:

(i) [insert  question on what we will be looking for]

The Tenderer’s response shows that it:

– Has a credible work plan/solution

– Has a defined and achievable timeline

– Has a quality assurance regime that monitors, measures and assures quality outcomes

20%
A.3

Project Delivery Management

Seeks to establish that the Tenderer has the necessary management and project delivery methods and resources to successfully deliver the Specification The Tenderer must outline the processes and resources it proposes to use in order to fulfil [INSERT COMPANY] requirements: Tenderers should demonstrate how it will communicate and engage  effectively with  a range of diverse audiences;

[insert question of what we will be looking for]

The Tenderer’s response shows that it

– Has provided sufficient resource to deliver the Method Statement proposals

– Has assigned suitably qualified and experienced resource for service delivery

– Has identified appropriate management of these resources

– Has a resource plan that integrates with the method statement(s)

– Manages risk appropriately

50%
A.4

Performance and Budget Management

Seeks to establish that the Tenderer has the necessary performance and budget management skills to successfully deliver the Specification The Tenderer must outline the processes and resources it proposes to use in order to fulfil [INSERT COMPANY] requirements:

Tenderers should demonstrate how it will:

(i) [insert question of what you will be looking for]

The Tenderer’s response shows that it

– has identified appropriate resource management

– has a resource plan that integrates with the method statement(s)

– identifies and manages any performance and budget risks appropriately

20%
A.5

Contract Transfer and Exit Strategy

Seeks to ensure that the Tenderer will transfer knowledge back into RSS Band exit the contract in such a way as to facilitate re-procurement and/or project termination Tenderers must indicate its plans for the transfer of knowledge and skills from this activity back to [INSERT COMPANY] during and at the end of the contract.

[insert evidence]

The Tenderer knowledge transfer arrangements and exit strategy are credible and can achieve the required outputs 5%
A.6

Transition Implementation Plan

Seeks to ensure that the Tenderer will transition and deliver the services effectively. Tenderers must provide an outline transition implementation plan to indicate its plans for the transition of services from their current operation into the new contract delivery phase The Tenderer’s response shows that it:

– – Has a credible work plan/solution

– Has a defined and achievable timeline

– Has a quality assurance regime that monitors, measures and assures quality outcomes

5%
A.7

[INSERT COMPANY] responsibilities

Seeks to ensure that the Tenderer is not seeking to transfer unreasonable, material, additional costs or increased risk back to [INSERT COMPANY] Tenderers must identify any areas of [INSERT COMPANY] responsibility NOT already detailed within the Specification.    

 

 

Part C SPECIFICATION

Project Reference/Number: Insert internal reference number

Project Title:

BACKGROUND INTRODUCTION

[INSERT COMPANY- in this section include background information on your organisation. This can be copied and pasted from your company website and any other useful information can be added here] 

Project Overview/Background

 Project Objectives/Benefits

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?

 Scope of Work

 The scope of work should be detailed in this section.

In Scope

Out of Scope

Where possible separate certain elements of the requirement into smaller sections (work packages) to make it clearer for the supplier understand your requirements.  This will also help define a list of deliverables.

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;
  • Define terms, symbols and acronyms;
  • Do not embed requirements in background information – suppliers may miss them – keep requirements in their own sections

Project Milestones & 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 tenderers are reasonable.

Contract Monitoring Information  

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]

  • Provide a report on progress in delivering the requirement to the Project Manager on a regular basis, at least quarterly;
  • The Contractor will be required to attend meetings on site to review progress and discuss the service, as required by the Project Manager;
  • The Tenderer is invited to propose additional management information to monitor performance under this contract.
  • 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.

 Deliverables

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

Milestones

As noted above, milestones will be associated with quarterly monitoring information.

 Key Performance Indicators

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

 

Meetings

 Frequency of contract management meetings:

  • [insert monthly or quarterly],

General Instructions

 Tenderers will be required to complete all the information requested in the following section once the contract is awarded.  Any supporting documents (e.g. implementation plans etc.) will need to be clearly referenced back to the appropriate section.

 Representatives

 

Name of [INSERT COMPANY] Contract Representative(s):

Name of Contractor’s Representative(s): [Tenderer to complete]

Remedies

 

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.

 

 Budget and Timescales

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

 Pricing schedule:

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

  1. The rates contained with 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. Tenderers must include in the pricing schedules any discounts or any reduced pricing they are proposing to offer to [INSERT COMPANY] in delivery of this requirement.
[INSERT COMPANY] requires Tenderers 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:

Section D -Tenderer Response

 

  • Tenderers are required to complete all the sections (taking into consideration the word count limits applied) and return the completed tender to [INSERT COMPANY]. Please answer all questions as failure to do so may result in the tender being considered non-compliant and rejected.  Where questions do not apply, please mark as “N/a” (Not Applicable) and provide a brief explanation as to why this is so.
1.1 Supplier details Answer
Full name of the Supplier
Registered company number
Registered charity number
Registered VAT number
Name of immediate parent company
  • Suitability Assessment

 

Tenderers are required to submit an executive summary outlining their suitability for the tender. Requirements are a mandatory pass/fail.

 

Solution Proposal

 

Guidance to Tenderers:

Tenderers should respond directly to the information request above in the context of describing how the tenderer intends to fulfil the requirements of the Specification. 

 

Question A.1 Weight None Word Limit 500
Subject Overview
Information request Tenderers must provide a concise summary highlighting the key aspects of the proposal.
Criteria Not evaluated (used to provide context)
Question A.2 Weight 20% Word Limit 1000
SUBJECT Method statement- A Credible Delivery Plan
Information request Tenderers must provide a method statement detailing how it is proposed to fulfil [INSERT COMPANY] requirements (as described in the Specification).  This should include a description of how it is intended to obtain, deliver and sustain the services for all aspects of the requirement.

 

Tenderers should demonstrate how it will:

(i)            [insert output to be demonstrated- as per evaluation questions in part A]

.

 

Criteria Seeks to establish that the Tenderer has understood the requirements and has a credible plan for delivering successful outcomes

 

The Tenderer’s response shows that it:
– Has a credible work plan/solution
– Has a defined and achievable timeline
– Has a quality assurance regime that monitors, measures and assures quality outcomes

 

 

Question A.3 Weight 50% Word Limit 1000
Subject Method Statement -Project Delivery Management
Information request The Tenderer must outline the processes and resources it proposes to use in order to fulfil [INSERT COMPANY] requirements:

 

  • [insert output to be demonstrated- as per evaluation questions in part A]
Criteria Seeks to establish that the Tenderer has the necessary management and project delivery methods and resources to successfully deliver the Specification

 

The Tenderer’s response shows that it
– Has provided sufficient resource to deliver the Method Statement proposals
– Has assigned suitably qualified and experienced resource for service delivery
– Has identified appropriate management of these resources
– Has a resource plan that integrates with the method statement(s)
– Manages risk appropriately

 

Question A.4 Weight 20% Word Limit 1000
Subject Method Statement Performance and Budget Management
Information request The Tenderer must outline the processes and resources it proposes to use in order to fulfil [INSERT COMPANY] requirements:

Tenderers should demonstrate how it will:

(i) [insert output to be demonstrated- as per evaluation questions in part A]

Criteria Seeks to establish that the Tenderer has the necessary performance and budget management skills to successfully deliver the Specification

The Tenderer’s response shows that it

– has identified appropriate resource management
– has a resource plan that integrates with the method statement(s)
– identifies and manages any performance and budget risks appropriately

Question A.5 Weight 5% Word Limit 750
Subject Method Statement Contract Transfer and Exit Strategy
Information request Tenderers must indicate its plans for the transfer of knowledge and skills from this activity back to [INSERT COMPANY] during and at the end of the contract.

[insert output to be demonstrated- as per evaluation questions in part A]
Criteria Seeks to ensure that the Tenderer will transfer knowledge back into [INSERT COMPANY] and exit the contract in such a way as to facilitate re-procurement and/or project termination

 

The Tenderer knowledge transfer arrangements and exit strategy is credible and can achieve the required outputs

 

Question A.6 Weight 5% Word Limit 750
Subject Method Statement-Transition Implementation Plan
Information request Tenderers must provide an outline transition implementation plan to indicate its plans for the transition of services from their current operation into the new contract delivery phase.

 

Criteria Seeks to ensure that the Tenderer will transition and deliver the services effectively.

 

The Tenderer’s response shows that it:

–  Has a credible work plan/solution
– Has a defined and achievable timeline
– Has a quality assurance regime that monitors, measures and assures quality outcomes

 

Question A.7 Weight None Word Limit 750
Subject [INSERT COMPANY] responsibilities
Information request Tenderers must identify any areas of [INSERT COMPANY] responsibility NOT already detailed within the Specification
Criteria Seeks to ensure that the Tenderer is not seeking to transfer unreasonable, material, additional costs or increased risk back to [INSERT COMPANY]

 

The Tenderer response does not impose additional material and adverse risk, responsibility or cost onto [INSERT COMPANY].

CONDITIONS OF CONTRACT

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

Qualification of the Contract

Where Tenderers have any queries or concerns with any specific condition of the terms and conditions of the contract, these should be submitted in writing to shareditt@[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 Tenderers.  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].

Tender Declaration

This section outlines how the offer from the Tenderer 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 Tenderers, the Information Required From Tenderers, 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 [INSERT COMPANY] 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:

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.

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.

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 [INSERT COMPANY] 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.

We have included the following in our response:

  1. Completed response to the specification of requirement in the format requested.
  2. Completed pricing schedule including separate breakdown of costs
  3. Completed tender declaration (this form)
  4. In the unlikely event that any amendments are requested to the proposed terms and conditions, a completed copy of the request for qualification to contract detailing requested amendments

 

Tenderer’s authorised representative signature………………………………………..

Legal name of organisation: ……………………………………………………………………

Company registration number: ………………………………………………………………..

Full business address:

…………………………………………………………………………………………………………..

…………………………………………………………………………………………………………..

…………………………………………………………………………………………………………

 

 

Conflicts of Interest

Tenderers 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 Tenderer has identified and how these will be managed*:

 

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

 

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

 

Guidance to Tenderers:

Tenderers 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.

Form of Tender

 

DECLARATION PROPOSAL FOR THE PROVISION OF [INSERT NAME OF TENDER]

 

Having examined the proposed Contract comprising of:

  • (a) The Specification
  • (b) The Pricing Schedule
  • (c) The Evaluation Criteria
  • (d) The Tender Response

 

As enclosed in the ITT response dated (INSERT DATE).  We do hereby tender against the requirements, and terms and conditions of the proposed Contract.

 

We undertake to keep the tender open for acceptance by [INSERT COMPANY] for a period of ninety (90) days from the deadline for receipt of tenders.

 

The contract value for our submission for the period of [insert total months/years] is £[insert amount]

 

We declare that this is a bona fide tender, intended to be genuinely competitive, 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 further declare that we have not done, and we undertake that we will not do, any of the following acts prior to award of this Contract:

  • (a) Collude with any third party to fix the price of any number of tenders for this Contract;
  • (b) Offer, pay, or agree to pay any sum of money or consideration directly or indirectly to any person for doing, having done, or promising to be done, any act or thing of the sort described herein and above.

Unless and until the Tenderer and [INSERT COMPANY] have executed a formal agreement, [INSERT COMPANY] acceptance of this tender with all its enclosures shall not constitute a binding contract between us.  We understand that you are not bound to accept the lowest price, or any, tender.

Name of person duly authorised to sign tenders:

 

 

Date:        ……………………………………

 

Signed:     ……………………………………

 

in the capacity of: ……………………………………………………….

 

duly authorised to sign tenders for and on behalf of:

………………………………………………………………….

By completing this Declaration and submitting your tender, you have agreed that the statements in this Form of Tender