Information to Include in your Tender

Checklist

Information to Include in your Tender - Route 2 & Route 3

Document	Included?
A reference to the relevant Call for Competition that you have already published.
Instruction to tenderers. Including: the tender submission deadline; address to which the tenderer submission is to be sent; and the language that the tender submission must be submitted in.
Confirmation of the documents to be submitted by the tenderer in support of the tender selection criteria or for self declaration that no exclusion grounds exist. These may relate to: tenderer suitability; economic and financial standing; technical and professional ability; requirements for participation; requirements for lots; Framework Agreements and or Dynamic Purchasing Systems (DPS), as well as confirmation of acceptance of a Single Procurement Document (SPD) response. For more information, please refer to Selection Criteria and SPD (Scotland).
The relative weighting of criteria for the award of the contract.
For Competitive Dialogue procedures: the date and address for the beginning of dialogue and the language(s) to be used.
For services contracts, you should ask the tenderers to indicate any share of the contract that may be subcontracted and information about the stakeholders. This should include their name and contact details.
You can ask those named subcontractors to complete an SPD to confirm if there are grounds for exclusion. Your organisation must require that the subcontractor be replaced where it has been shown that there are compulsory grounds for exclusion. Your organisation may also require replacement where there are non-compulsory grounds. Provision should be made in the tender documents to support review of subcontractors and relevant SPD responses throughout the contract life. This should also include any necessary action to be taken by the organisation. Your Organisation must also require the main contractor to notify it of any changes to the subcontractors' details during the course of the contract.
Evidence how tenderers will ensure prompt payment of all sub contractors in their supply chain.
For contracts which may be extended: the nature, quantity and, where possible, the estimated time for extension options.
The nature, quantity and, where possible, estimated publication dates of notices of future tenders.
The type of procedure e.g. a Restricted Procedure or Competitive Procedure with Negotiation procedure, etc.
If applicable to the contract the delivery of supplies, commencement or termination date(s)
The address of the Organisation who will award the contract.
Economic and technical conditions, financial guarantees and information required from tenderers.
The form of the contract to be used e.g. purchase, lease, hire, hire-purchase, or a combination of these.
If electronic access to the relevant Procurement Documents cannot be offered, the address and deadline date for requesting procurement documents and the language(s) to be used.
Background and overview of the tendering and evaluation process including details of presentations and site visits, if applicable.
Terms and Conditions of contract which will apply to any resulting contract with the principal supplier (s).
Specification and technical requirements.
Sustainable Procurement Duty requirements.
Community Benefit requirements (consideration of which is compulsory in contracts valued equal or greater than £4m, although inclusion in all contracts/frameworks is recommended).
Questions on Fair Work Practices should be included where it has been assessed as proportionate and relevant to the subject matter of the contract.
Quality questionnaire.
Pricing schedule (note where it is proportionate to request such the pricing schedule can take the form of an e-catalogue as part of the ITT in order to streamline later processes).
Acceptance of Terms and Conditions mechanism for return of tender.
For Frameworks, inclusion of mini competition or relevant call off guidance.
The circumstances under which modifications or changes could be made to the contract or framework. To be valid, these must comply with the requirements outlined in the Contract and Supplier Management station and stated in clear, unambiguous clauses e.g. price change clause or core list review clause.
Covering letter.
Acknowledgement letters for tenderers to return to the Organisation on receiving the documentation.
Technical guidance for use with systems.

Blank rows are provided for your use e.g. to add additional checklist items.

Suggested templates for many of the above mentioned documents are available on the Scottish Government Procurement Policy web pages.