Supplier Selection Process/Tender Checklist

Low  Value 
Yes/No/ Pending
Stakeholder – Self Service
RFQ Template
Specification
Pricing Sheet
Evaluation
PO Terms
Contract Signed
Medium £- Framework
Yes/No/ Pending
Meeting with Stakeholder [insert date]
Read Framework Guide
Write Mini Competition Template
Specification ( stakeholder responsible)
Pricing Sheet
Evaluation Criteria
Framework Terms
Add details to e procurement system
Tender Clarification
Supplier Presentations
Post Tender Clarification
Moderation Meeting
Voluntary Standstill Period
Call off Form
Contract Signed

 

Medium Value Direct
Yes/No/ Pending
Meeting with Stakeholder [insert date]
Write ITT Pack
Specification ( stakeholder responsible)
Pricing Sheet
Evaluation Criteria
Framework Terms
Add details to Delta ( e procurement system)
Supplier Presentations
Moderation Meeting
Terms and Conditions issued
Contract Signed
Additional Forms
Reference Form
Certificate of Collusive Tendering
Certificate of Canvassing
Form of Offer

 

High OJEU
Yes/No/ Pending
Gateway Process
Business Case
Project Charter
Project Plan
Project Team
Meeting with Stakeholder [insert date]
Write Procurement Strategy
Write Draft ITT Pack
Specification (Stakeholder responsible)
Pre- Market Engagement
Update Specification/ Tender Pack
Advertise on OJEU & Contracts Finder
Add details to  e procurement system
Tender Clarification
Supplier Presentations
Post Tender Clarification
Moderation Meeting
Intention to Award (10 day standstill)
Call off Form
Contract Signed
 Contract Award Notice OJEU/Contracts Finder
Additional Forms
Reference Form
Certificate of Collusive Tendering
Certificate of Canvassing
Form of Offer

 

High Direct- Non-OJEU or Private Sector
Yes/No/ Pending
Gateway Process
Business Case
Project Charter
Project Plan
Project Team
Meeting with Stakeholder
Write Procurement Strategy
Write Draft ITT Pack
Specification (Stakeholder responsible)
Pre- Market Engagement
Update Specification
Pricing Sheet
Evaluation Criteria
Framework Terms
Add details to Delta  e procurement system
Supplier Presentations
Moderation Meeting
Terms and Conditions issued
Contract Signed
Additional Forms
Reference Form
Certificate of Collusive Tendering
Certificate of Canvassing
Form of Offer
Competitive Procedure with Negotiation Checklist
Yes/No/ Pending
Gateway Process
Business Case
Project Charter
Project Plan
Project Team
Meeting with Stakeholder [insert date]
Write Procurement Strategy
Write Draft ITT Pack
Specification (Stakeholder responsible)
Pre- Market Engagement
Update Specification/ Tender Pack
Advertise on OJEU & Contracts Finder
Add details to Delta ( e procurement system)
Any supplier can bid advertised for 30 days
PQQ review and shortlist
Shortlisted suppliers can submit initial tender
In the competitive procedure with negotiation, the competitive dialogue procedure and the innovation partnership procedure, the minimum number of candidates shall be 3.
Negotiations allowed (though the minimum requirements and the award criteria is not subject to negotiation
Contracting Authority may award contracts on the basis of the intitial tender where it was indicated
All tenderers not eliminated shall be informed in writing of any changes to the technical specification
Option for successive stages in order to reduce the number of tenders to be negotiated by applying the award criteria
Conclude negotiations
Inform remaining tenderers and set a deadline to submit any new or revised tenders
Verify that the final tenders are in conformity with the minimum requirements and comply with regulation 56(1)
Evaluate final tenders on the basis of the award critieria
Award the contract in accordance with regulations 66 to 69
No final negotiation after the final tender is submitted
Intention to Award (10 day standstill)
Call off Form
Contract Signed
 Contract Award Notice- OJEU/Contracts Finder
Additional Forms
Reference Form
Certificate of Collusive Tendering
Certificate of Canvassing
Form of Offer
Competitive Dialogue Checklist
Yes/No/ Pending
Gateway Process
Business Case
Project Charter
Project Plan
Project Team
Meeting with Stakeholder [insert date]
Write Procurement Strategy
Write Draft ITT Pack
Specification (Stakeholder responsible)
Pre- Market Engagement
Update Specification/ Tender Pack
Advertise on OJEU & Contracts Finder
Add details to Delta ( e-procurement system)
Any supplier can bid advertised for 30 days
Shortlisted suppliers can participate in the dialogue
We can limit the number of candidates to be invited to participate in accordance with regulation 65
In the competitive procedure with negotiation, the competitive dialogue procedure and the innovation partnership procedure, the minimum number of candidates shall be 3.
The contract shall be awarded on the sole basis of the award criteria Quality/Price ratio
May discuss all aspects of the procurement with the chosen participants
In accordance with regulation 21, we shall not reveal to other participants, solutions, proposed or other confidential information
Option for successive stages in order to reduce the number of tenders to be negotiated by applying the award criteria ( include this in the contract notice if intended to use)
Final Tenders submitted
The tenders may be clarified, specified and optimised at the request of the Contracting Authority. It does not allow changes to the essential aspects of the tender.
Negotiations are permittable with the supplier submitting the best bid to confirm financial commitments or other terms.
It must pass the test: Does not materially modify essential aspects of the requirements set out in the contract notice or specification
We can specify prizes or payments to the participants of the dialogue
Intention to Award (10-day standstill)
Call off Form
Contract Signed
 Contract Award Notice OJEU/ Contracts Finder
Additional Forms
Reference Form
Certificate of Collusive Tendering
Certificate of Canvassing
Form of Offer
Refresh for complex projects
Competitive Dialogue Competitive Procedure with Negotiation Innovation Partnership
1 Any supplier may submit a request to participate Any supplier may submit a request to participate Any supplier may submit a request to participate  (qualitative selection as advertised by the authority)
2 Authority shall set out their needs and requirements in the contract notice and shall define those needs and requirements in that notice in a descriptive document Authority shall identify the subject matter for the procurement by providing a description of needs and characteristics Tender pack- identify the need for an innovative product, service or works that cannot be met by works/ services on the market
Shall open with suppliers selected a dialogue the aim of which shall be to identify and define the means best suited  to satisfying the authority’s needs Define the minimum requirements to be met by the tender Define the minimum requirements to be met by the tender
3 The contract shall be awarded on the sole basis of the award criteria and the best price quality ratio Specify the Award Criteria The authority may decide to set up the innovation partnership with one partner or several conducting separate R&D activities
4 Minimum time limit for participation 30 days Minimum time limit for participation 30 days Minimum time limit for participation 30 days
5 May discuss all aspects of the procurement with the chosen suppliers during the dialogue Information provided shall be sufficiently precise to enable to the supplier to identify the nature and scope of procurement The innovation partnership shall be starred in successive phases following the sequence of steps in the research and innovation process, which may include the manufacturing of the products, the provision of the services or the completion of the works.
6 Only the suppliers invited by the authority following assessment of the information provided may participate in the dialogue Only suppliers invited by the authority following assessment of the information provided may submit an initial tender which shall be the basis for subsequent negotiations The innovation partnership shall set out targets to be attained by the partners and provide for payment of the remuneration in appropriate instalments. Contracts shall be awarded on the sole basis of the award critieria.
7 Equal treatment and non discrimination Contracting authorities may limit the number of suitable candidates to be invited to participate based on those targets, the contracting authority may decide after each phase to a) terminate the innovation partnership or b) reduce the number of partners by terminating individual contracts.
8 Confidential information shall not be communicated without prior agreement We can negotiate the initial and subsequent tenders submitted except for the final tender Authority shall negotiate with tenders the initial and all subsequent tenders submitted except for the final tender.
9 May take place in successive stages in order to reduce the number of solutions to be discussed during the dialogue stage by applying the award criteria in the contract notice The minimum requirements and the award criteria shall not be subject to negotiation The minimum requirements and the award criteria shall not be subject to negotiation.
10 The authority shall continue the dialogue until it can identify the solution or solutions which are capable of meeting its needs May award contracts on the basis of initial tenders without negotiation where they have indicated in the contract notice or if they reserved the option to do so Equal treatment and non discrimination
11 Dialogue concluded. Each of the suppliers will submit a final tender on the basis of the solution(s) presented and specified during the dialogue. Those tenders shall contain all the elements required and necessary for the performance of the project. Tenders can be clarified, specified and optimised at the request of the contacting authority. Clarifications, specification, optimisation may not involve changes to the essential aspects of the tender as set out in the contract notice. The minimum requirement and the award criteria shall not be subject to negotiation In selecting candidates the authority shall apply criteria concerning the candidates capacity in the field of R&D and of developing and implementing innovative solutions
12 Final tenders received shall be in the basis of the award criteria. Negotiations with the winning supplier may be carried out confirm financial commitments or other terms contained in the tender by finalising the terms of the contract providing it doesn’t materially modify the essential aspects of the tender, does not risk distorting competition or causing discrimination. Equal treatment and non discrimination Only suppliers invited by the authority shall in particular apply criteria concerning the suppliers capacity in the field of research and development and implementing innovative solution.
13 Inform all tenderers whose tenders are not eliminated in writing of any changes to the technical specifications or other procurement documents Inform all tenderers whose tenders are not eliminated in writing of any changes to the technical specifications or other procurement documents
14 Following any changes sufficient time for tenderers to modify and re-submit amended tenders as appropriate Following any changes sufficient time for tenderers to modify and re-submit amended tenders as appropriate
15 Confidential information shall not be communicated without prior agreement Confidential information shall not be communicated without prior agreement
16 May take place in successive stages in order to reduce the number of tenders to be negotiated NY applying the award criteria specified in the contract notice May take place in successive stages in order to reduce the number of tenders to be negotiated NY applying the award criteria specified in the contract notice
17 Inform the remaining tenderers and set a common deadline to submit any new or revised tenders In the procurement documents the authority shall define the arrangements applicable to IPR
18 Verify that the final tenders conform with the minimum requirements and comply with the regulation the authority shall ensure that the structure of the partnership and in particular the duration and value of the different phases reflect the degree of innovation of the proposed solution and the sequence of research and innovation activities required for the development of an innovative solution not yet available on the market
19 Assess the final tenders on the basis of the award criteria The estimated value of suppliers services or works shall not be disproportionate in relation to the investment required for their development.