Invitation to Tender

Quickfire Guide

Quickfire Guide

Invitation to Tender Quickfire Guide

You must offer unrestricted and full direct access to the Procurement Documents on the internet.   This must:

  • include the Invitation to Tender (ITT) documents

  • be available from the date of publication of a Contract Notice

  • If a PIN is used as a call for competition this is the date on which the Invitation to Confirm Interest was sent.  If this was not possible the documents must be made available electronically from the time at which they are sent to participants in the process.

  • This access must be non-discriminatory and free of any charge.

Where it is justified that the ITT documents cannot be issued electronically, other transmission means can be used.  However the time limit for receipt of tenders should be increased by 5 days (except in a case of duly substantiated emergency).   Examples are the use of specialised tools and/or files.

Where a two stage process is being used, the documents can be made available only to the tenderers which have passed the selection stage of the procedure.

For the following procedures:

an invitation to submit bids to selected tenderers must be issued simultaneously and in writing. 

For the Open Procedure, ITTs must be issued on request to any bidder at any point prior to the date set for submission of tenders.

The ITT (or the Invitation to Confirm Interest where a PIN is being used as a call for competition) should include comprehensive information for potential suppliers about the requirement being tendered.

Checklist

Checklist

Information to Include in your Tender

There will be some generic information/documents that require insertion into all tender packs e.g. a reference to the relevant Contract Notice or Award Criteria weightings.  However some content is contract specific e.g. to Invitations to Confirm Interest. You should select those applicable to include in your invitation pack. This checklist gives example information/criteria that could be included inyour invitation.

Evaluation Criteria

The questions within the ITT must be consistent with the evaluation criteria and weightings published within the Contract Notice and procurement documents.

You should also draft a timetable for the process which must comply with applicable minimum timescales detailed in Public Contracts (Scotland) Regulations 2015.  For more information refer to Selection, Award & Exclusion.

Price/financial evaluation criteria should include:

  • Whole Life Cost comparisons

  • quantifiable financial benefits arising from the technical evaluation (e.g. speed, fuel or electricity consumption, coverage, shelf life, etc.)

  • fixed or variable pricing

  • cost of components, spare parts, consumables and servicing

Risk analysis and financial appraisal (for major contracts of strategic importance, especially those of an innovative nature)

Whilst developing the documentation you will draw information from the developing strategy stage of the Procurement Journey. 

The criteria in the ITT must be agreed with the User Intelligence Group (UIG).  The criteria will identify which of the eligible tenderers will deliver best value for money  based on the Most Economically Advantageous Tender.

Youmust identify the Most Economically Advantageous Tender on the basis of the Best Price Quality Ratio. This  will be assessed on criteria linked to the contract subject matter and must include the price or cost using a cost effectiveness approach.  A cost effectiveness approach may include Life Cycle Impact Mapping.

Further Inclusions for ITT Documentation

You may also wish to consider the areas below for inclusion within the ITT documentation:

  • E-Commerce: eCapability ITT section  /  ITT - Appendix X - eProcurement Information /  E Auctions
  • contract implementation/contract and supplier management information
  • proposed implementation plan
  • management information
  • roles & responsibilities
  • key performance indicators (KPIs)
  • mini-competition guidance: details of process to be followed for call offs

Buyers can ask for the most updated list of organisations for each of the worksheets on Appendix X.

ePS_Servicedesk@scotland.gsi.gov.uk[NP(8] 

The activities at this stage must be carried out in a carefully managed manner that support the Principles of Procurement. As a minimum, the processes must be carried out in a transparent way that ensures  no distortion of the market.  The outcome cannot be a procurement that unduly favours or disadvantages a particular supplier. It is the responsibility of you and your Organisation to make sure these requirements are met.