Tendering for contracts

If a supplier is successful in applying for a tender a set of tender documents will be forwarded. Under open tendering procedures any interested supplier can tender for a contract, however, a supplier must still express an interest in the tender opportunity to be invited to submit a tender.

The information submitted will be considered together with the tender bid. The tender documentation generally includes the following:

• a letter of invitation and instructions to tenderers – this will advise when and where tender bids should be submitted
• an invitation to tender – provides guidance on completing the tender documentation
• the contract specifications – sets out what needs to be achieved including policies, procedures or guidelines to be followed. It sets out all the performance standards and the outcomes expected
• a pricing document and/or schedule of rates – the document where all prices are entered
• the Royal Borough’s conditions of contract – provides definitions of the obligations of both parties and the legal framework
• quality requirements or method statement questions – questions about how the supplier intends to provide the service, including supporting evidence demonstrating relevant experience. This will be used to help evaluate the quality of the bid. A supplier will be expected to demonstrate their commitment to the Council’s policies as outlined in the documentation and supporting information in its responses
• the tender evaluation criteria – advises how the tender bid will be evaluated and the contract awarded
• a pre-addressed label for returning the tender – states the time and date by which the tender submission must be returned
• any other relevant supporting information

Suppliers will be asked to complete and return the tender documents by a specified date and time. If they fail to return their tender before this deadline it will be excluded from the rest of the tender process. All tenders received within the deadline will be kept in a secure container and opened at the same time in the presence of borough officers not connected with that particular tender.

Suppliers will be informed as to whether or not they have been successful with their tender application. If it is not successful, a supplier can request feedback as to which aspects of its tender were assessed as unacceptable in meeting the best value for money requirement.

Debriefing of suppliers will be undertaken within the limits of commercial confidentiality. Unsuccessful suppliers should use this information to help with any future bids. Being unsuccessful in one contract does not mean that a supplier will be unsuccessful in future.