Invitations to Tender

Invitations to tender should normally consist of the following sections; it will however
depend upon the complexity of the requirement.

Part 1 – Defines the contract, giving details of timescales for commencement and completion

Part 2 – Contains the “Conditions of Contract” wherein the commercial details are explained in
simple language; where appropriate the draft contract can be included.

Part 3 – Should be a pricing schedule

Part 4 – Will give details of the scope of the work or services or the quantity and frequency of
requirements of goods or services to be supplied.

Part 5 – Depending on the size of the contract, should highlight all procedural requirements,
such as third party inspection, variations if any, the communication route and names of people
involved in discharging contractual requirements and so on.

Part 6 – The specification; if a “Technical” specification this should give full details of the work,
supply or service to be undertaken; current preference is for this to be a “performance” or
“functional” specification, which allows freedom of choice to the bidder as to how best to
meet the requirement.

Part 7 – Any drawings and/or plans required to allow bidders to ensure their offered goods or
service comply, not only to the specification, but also to those drawings originally issued as
part of the Technical Specification.

Part 8 – Should contain details of free issue goods, if any, and the arrangement for such free

Part 9 – Gives details of submission of bids, such as time and precise location, that late bids will
not be accepted, the date of bid opening and whether it will be open or closed. Open bidding
is where all bidders have the option of being present to view and note total prices submitted
by all bidders. Often used overseas as a means of avoiding accusations of corrupt practices as
only those bids opened, registered, and with their total cost announced, will be considered in
the evaluation process. Where appropriate, information should be included on the tender
evaluation methods that should be adopted.

Part 10 – Will detail the terms and conditions anticipated in any resultant contract, so that
bidders may take any “special” conditions into consideration when compiling their tender. All
invitations to tender for a specific product or service must be identical on issue.

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