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Invitation To Tender

The Invitation to Tender (ITT) document should include comprehensive information for potential suppliers about the requirement being tendered. The content will be specific to each requirement however there are a number of generic documents that you should include in the ITT pack.

Whilst developing the documentation it is likely that the procurement officer will draw information from the developing strategy stage of the Procurement Journey.

If following any of the following procurement procedures:- Restricted, Competitive Procedure with Negotiation, Competitive Dialogue & Innovation Partnership, the ITT will only be sent to those who were successful at the standard Selection Questionnaire (SQ)evaluation stage. However all available procurement documents must be made available online from the date of the contract notice publication in OJEU. Government provide guidance as to the interpretation of “procurement documents”. You should also consult your Head of Procurement and/or Central Procurement team on this matter.

A list of documents that should make up the ITT pack is provided below:

Mandatory Inclusion

  • Instructions to tenderers e.g. timetable, submission deadline, e-tendering process, including information regarding the impact on a public body of the Freedom of Information Act 2000 and the Environmental Information Regulations 2004
  • 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 principle supplier
  • Specification and technical requirements
  • Response requirements
  1. Quality questionnaire
  2. Pricing schedule
  3. Form of tender
  4. Acceptance of Terms and Conditions
  • For frameworks inclusion of mini competition guidance

Suggested Inclusion

  • Covering letter
  • Acknowledgement letter for tenderers to return to the public body on receiving the documentation

Suggested templates for many of the above mentioned documents are available via the following link: Standard Forms & Documentation 

Evaluation criteria

The questions within the ITT must be consistent with the evaluation criteria and weightings published or referenced within the Contract Notice. You should also draft a timetable for the process which must comply, where appropriate, with the minimum timescales detailed in the EU procurement regulations.

Further inclusions for ITT documentation

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

Mini-competition guidance

  • Details of process to be followed for call offs

 

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