Procurement process: tender stage

 

If you are successful in your application for inclusion on a tender list we will forward a set of tender documents to you. These documents will consist of all or some of the following:

  • Instructions for Tendering - Guidance for completing the tender documentation - in particular the date the tender needs to be completed and returned by.
  • Tender Statement - Seeking your agreement to the terms and conditions of tender.
  • Specification - This sets out what needs to be achieved including policies, procedures or guidelines to be followed. It sets out the performance standards and the outcomes expected.
  • Schedule of Rates/Pricing - This is the document where all prices are entered.
  • Contract Conditions - This defines the relationship between South Somerset District Council and the service provider.
  • Quality Requirements/Method Statement Questions - In this section you will be expected to respond to questions about how you intend to provide the service including supporting evidence demonstrating relevant experience. Your submission will then be used to evaluate the quality of your bid.
  • Interviews/Presentations - At any time during the tender process (e.g.short-listing, tender evaluation), you may be invited to give a presentation or attend an interview as part of your submission.

Tenders must be returned by the date given as any tenders received after the deadline will be returned unopened to the sender. This is because all tender documents must be opened at the same time in order to ensure a fair process.
 

How is the contract awarded?

Tender evaluation is always carried out in a comprehensive, equitable, auditable and transparent manner. To ensure fairness the evaluation criteria and method will be clearly defined before tender documents are issued.

The council must be sure that in selecting a supplier/contractor it is getting value for money and the services will be delivered effectively. Evaluation is therefore based on two key criteria - how the tender proposes to deliver the contract (quality) and the cost of the contract (price). The council are looking for the best balance of quality and price, not just the lowest price. In most cases additional criteria will also be used in evaluating tenderer's.

Contracts are awarded to the provider who is considered to offer value for money, having regard to price, quality and best value - sometimes referred to as "most economically advantageous tender" (MEAT), and to be best able to meet the council's specification. Evaluation of the most economically advantageous tender can incorporate a number of factors including:

  • Financial viability of the tender
  • Quality issues
  • Technical merit
  • After sales service
  • Delivery date
  • Technical back-up
  • Experience
  • Competence
  • Policy issues such as equalities & sustainability
  • The criteria to be used will be listed in the tender documents, in order of importance. The weightings of the criteria may also be given.
  • Within the limits of commercial confidentiality, we will always endeavour to offer unsuccessful tenderer's feedback to find out why their bid was unsuccessful.

We monitors our performance as part of its duty under Best Value, and this includes monitoring services provided on our behalf. You will be expected to provide the service in accordance with requirements set out in the contract documentation and your proposals to carry out the contract.
 

Tips for tending
  • Read the documentation clearly and understand what is required of you.
  • Provide all of the information requested. If you cannot provide some of the information, for whatever reason, ask for advice.
  • Don't include publicity material in your submission unless you have specifically been asked to.
  • Don't be put off by the tender documentation - you can always ask for help.
  • You must complete and return the documents by the given time and date and make sure to sign anything that should be signed.
  • Where relevant, cross-reference the answers or responses in your tender to the questions in the invitation to tender. This will make it easier to evaluate.
  • Be clear on your pricing model and state any assumptions you have made when pricing (for example, resources required by you and/or the Council, timetables, etc.).
  • If you are unsuccessful, make sure you ask for a debrief.  You are entitled to one and it will help you to understand where you went wrong.
  • Read the questions carefully and answer them accurately and precisely.