Invitation to Tender

Supply Chain Workshop

Islamabad

24th – 28th 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• Understand the documentation required

to record a tender process

When to use an ITT Process

Proportionality

Thresholds Dictate Procedure– Should differentiate between local and

international procedure

Artificial Contract Splitting is not Permitted

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

Suggested Tender Timeframe

Stages 1 & 2 Stages 3 & 4 Stages 5 & 6 Stage 7

1 Week 2 Weeks 2 Weeks 1 Week

A Minimum of 6 weeks should be allowed for Stages 1 – 7

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

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)

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

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

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

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

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