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Tendering for Contracts

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Last revised: 15 October 2008

The Council, on most occasions will use an open tendering procedure, which means that any interested company can tender for the contract.

A company must express interest in the contract and, having expressed an interest, a set of tender documents will be automatically sent for completion. The information submitted will be considered together with the tender bid at the same time

The tender documents will normally consist of all or some of the following:

Letter of Invitation - this will advise how, when and where tenders should be submitted.

Instructions to Tendering & Procurement Process – provides guidance for completing the tender documentation, including a timetable and formatting.

Specification of Requirement – 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.

Cost Templates & Pricing Document– the document where all prices and costs are entered.

Terms and Conditions of Contract – defines how Kennet District Council will let contracts, the rules tenderers must comply with and, the relationship between the Council and the successful contractor.

Company Questionnaire – questions about how a company intends to provide the service including supporting evidence demonstrating relevant experience. A company will be expected to demonstrate its commitment to the Council’s policies as outlined in the documentation and supporting information in its responses.

Selection Criteria – advises how the tender submission will be evaluated and the contract awarded. The Council will ensure that this is clear and understandable.

Pre-addressed Tender Return Envelope – states the time and date by which the tender must be returned. Tenders will not be considered beyond the specified deadline.

Certification – to certify the accuracy of the information supplied.

Further Relevant Supporting Information – Returned tenders will be evaluated against the pre-determined criteria. It will focus on examining how the proposal will deliver the service (quality) and the cost of the service (price). The balance between quality and price will depend on the service or that is required. The successful tenderer will be notified in writing by letter or official electronic communication.