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Invitation to Tender

Invitation to Tender. Supply Chain Workshop Islamabad 24 th – 28 th June 2013. Aim and Objectives. To gain an understanding of the process to follow when managing an Invitation to Tender Process Objectives Understand the steps involved in a tender process

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Invitation to Tender

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  1. Invitation to Tender Supply Chain Workshop Islamabad 24th – 28th June 2013

  2. Aim and Objectives • To gain an understanding of the process to follow when managing an Invitation to Tender Process • Objectives • Understand the steps involved in a tender process • Understand the documentation required to record a tender process

  3. When to use an ITT Process • Proportionality • Thresholds Dictate Procedure • Should differentiate between local and international procedure Artificial Contract Splitting is not Permitted

  4. 7 Stages of Tender Process • Stage 1 – Preparation Meeting • Stage 2 – Preparation of the Tender Advertisement and Tender Pack • Stage 3 – Tender Advertising • Stage 4 – Receipt of Offers • Stage 5 – Tender Opening Session • Stage 6 – Tender Evaluation • Stage 7 – Finalise Tender Process

  5. Suggested Tender Timeframe

  6. 1. Preparation Meeting • Appoint Tender Evaluation Committee • Appropriate Personnel • Assign Roles and Responsibilities • Agree Process • Local or International Advertising (Thresholds) • Evaluation Process (Samples, Site Visit etc.) • Allocate responsibility for Tender Ad and Dossier • Agree how to Receive Tender Bids and Samples • Record and Sign Meeting Minutes • Sign Declaration of Impartiality and Confidentiality

  7. 2. Preparation of the Tender Advert and Pack • Donor Logos on Advert and Dossier • Dossier • Letter of Invitation to Tender • Instructions to Tenderers • Terms and Conditions • Tenderers Relevant Experience • Tenderers Declaration • Specifications and Quantities must be Finalised • Split Tender into Lots (explained in dossier)

  8. 3. Tender Advertising • Open Local ITT • www.concern.net • Appropriate Local Media • Open International ITT • www.concern.net • www.iapg.org.uk • Appropriate Local Media • Guardian or International Newspaper • Contact Suppliers / Service Providers based on Established Inter-Organisational Supplier Lists • Documented Proof of Advertising

  9. 4. Receipt of Offers • Sealed Envelopes (Delivered) • Signed by Receiver in Receipt Book • Date & Time on Envelope (Unique Number) • Tender Box / Safe • Samples Marked and Stored • Bids Received after Deadline Disqualified

  10. 5. Tender Opening Session • Bidders Invited to Attend (Confirmed in Dossier) • All Bids recorded based on Unique Numbers • Complete ‘Tender Opening Report’ • Declaration of Impartiality and Confidentiality

  11. 6. Tender Evaluation • Technical Compliance (Evaluation Grid) • Samples • References • Supplier Capacity • Guarantees • After Sales Service • Company Profile • Financial Evaluation (Evaluation Grid) • Clarification of Bids • Complete Final Evaluation Report

  12. 7. Finalise Tender Process • Award Contract • Letters to Unsuccessful Tenderers • Post Tender Notice • www.concern.net • www.iapg.org.uk • Post Tender Review • Filing of all Documentation Donor Guidelines must be Followed

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