Write Winning & Successful Tender Bids

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The Cleaning Brief Guide to writing successful Tender bids. Breaking through the minefield of tender and procurement.

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IntroductionThe aim of this guide is to help you get to grips with the tendering andprocurement processes; including what you need to consider and howto complete tender documents. From our knowledge we share what toinclude, what to avoid, how to prepare professional tenders andincrease your chances of success.Bidding can be a lengthy process and each tender submission different,meaning there are no templates where 'one fits al l ' and as anything inbusiness, it is going to take commitment and time. That being said therewards of winning these contracts wil l greatly improve the growth andsuccess of your business.Government ReformsAs part of the governments 'Business is Great' and the mission to makeit easier for small , ambitious businesses to expand and grow, centralgovernment has opened up public procurement.For years, small firms have found it difficult to do business with thepublic sector because they have been pushed out by larger companiesor deterred by the excessive burdens imposed throughout theprocurement process.Central government have made improvements to be rol led out acrossthe public sector, particularly in areas such as procurement by hospitalsand local government services where small businesses have a lot tooffer.1The Government has accepted Lord Young's proposed procurementreforms, which wil l provide simpler and more direct access for smallbusinesses to the 230bn of annual public sector spending in England.The legislation wil l be used in 201 4 to: Cut down on process by abolishing Pre-QualificationQuestionnaires (PQQ) for low- value contracts. Mandate the use of a standard core PQQ for high value contractsand ensure small business needs are taken into account in thedesign of procurement processes. Make contract opportunities easier to find by making them allaccessible on a single onl ine portal. Make sure small firms get treated fairly by mandating promptpayment terms all the way down a public procurement supplychain.To ensure that small businesses see the benefit of these reforms, theGovernment : Wil l require al l publ ic bodies to report their procurement spendand prompt payment performance with small businesses. Wil l prototype a new rating service for small firms to judge publicbodies on their procurement credentials and for public bodies torate their suppliers so that small businesses who win contractscan start to build up their reputations - with a view to rol l ing thesystem out more widely during 201 4. Launched a new trial service - Solutions Exchange- to help publicsector organisations to go to the market to ask for ideas andsolutions to problems before a formal procurement. The servicealso provides opportunities for SMEs to pitch innovativeproposals to government.Visit http: //solutions-exchange.cabinetoffice.gov.uk/ andscrol l down to 'Supplier' to find out more and register.This is a trial service, sign up and provide the government withthe feedback needed to give you with the right service for yourneeds. Extend the reach of the Mystery Shopper, so that it not onlyinvestigates reports of unfair treatment, but also spot checkspublic bodies to make sure that their procurement is smallbusiness friendly. The results of Mystery Shopper investigations2wil l be made more visible so that poor practice by public bodiesand their contractors can be challenged.Go to: https://www.gov.uk/doing-business-with-government-a-guide-for-smes#mystery-shopper-scheme for more information on the mysteryshopper scheme.The government has produced some great guides on tendering forpublic sector contracts including https://www.gov.uk/doing-business-with-government-a-guide-for-smes with l inks to quick guides and videoclips from SMEs, their tips and how they have benefitted.Contains public sector information licensed under the Open Government Licencev2.0.34Your tender or bid is a written presentation detai l ing how you canmeet a purchasing company's needs within a budget. I t has oftenbeen referred to as your company c.v. or the 'si lent sales person'.In the 'usual ' way of gaining contracts, we wil l often visit the premises,l isten to our potential cl ients needs and tel l them how we can meetthem, how we differ from our competitors and provide them with aquote, obviously there is more to it than this but that is a whole newguide. Tendering is pretty much the same, only written and in a formatsimilar to your business plan or c.v. The advantage of tendering, asidefrom the value of contracts, is that rather than having to answer all thecl ients questions on the spot, you now have time to think about youranswers, no more 'I should have said. . . . . ' post walk through.The Tender ProcessOnce you have found a contract you would l ike to tender for you wouldgeneral ly be sent a Pre-qualification Questionaire, however with thenew initiative being brought in to abolish PQQs for smaller contractsand if you are new to tendering it is recommended that you start yourtender bidding with these smaller contracts to gain experience andhelp build up your reputation. Just to note, 'smaller contracts' arethose worth under 1 00,000 However it is worth being aware of andwhat a pre-qualification questionnaire or PQQ is as there wil l sti l l besome organisations who wil l require you to complete one and at somepoint you wil l be in a position to tender for the larger contracts. Thepurpose of a PQQ is simple, it's a process to fi lter out thoseorganisations considered a lower level of risk than others due tofinancial position or from processes that match the organisationrequirements.The Pre-Qualification Questionnaire is sent to you when you express5an interest in a contract and wil l ask for information regarding yourprevious experience, financial position and references. You wil l have toprovide all the information requested to move forward to the nextstage. When providing detai ls of your previous experiences, be surethey are relevant to the contract. The financial information requestedwil l be to ensure that if you were awarded the contract, you have theresources to carry it out. I f you can provide references from a companyin a similar industry that would be a bonus, but don't worry if not, aslong as they are professional, good and fit any criteria al l wil l be well .A sample copy of a PQQ can be found under the Resources chapter ofthis guide.Once you have completed your PQQ and if it is successful, you wil lthen receive an 'invitation to tender'. Within the invitation to tender youare l ikely to find further instructions, a deadline date and a letterrequesting you to confirm whether or not you wil l be bidding for thecontract . I f you are provided with a self-addressed envelope oraddress label,envelope. You must use this when sending in your bid. You wil l also beprovided with detai ls of what the organisation wants, which sets outwhat you need to provide and a draft copy of the contract terms andconditions.Final ly, a l ist of criteria explaining how your bid wil l be assessed, this isusually cal led the 'evaluation criteria' and is an important piece ofinformation to help you understand how you can meet theorganisations needs, what is of highest importance to them and theirideals upon quality and cost.67PreparationIn order to save time before finding a contract prepare and keepupdated a fi le containing the fol lowing general documentation asked for,this includes:Company information, such as Contact detai ls, certificate ofincorporation, registered address, VAT number etcFinancial information, such as last three years auditable accounts ifapplicable, profit and loss, management accountsTechnical information, such as insurance certificates, accreditationsand references.Policies including health and safety, Environmental management,training and recruitment, business continuity and equal opportunity.This l ist isn't exhaustive and once you get started you wil l get an idea ofthe documentation regularly asked for in your field, but preparing in thisway can save some considerable time and stress from chasing thesedocuments when you have a deadline to meet. Always check theinformation requested and only send what is asked for.PlanningBefore writing out your tender, it is always a good idea to famil iariseyourself with al l the documentation and information you have beengiven. You wil l need to make sure you can deliver the level of servicethe organisation is asking for , within the set timeframes, for the lengthof the contract and that you have all the resources you require. Thefactors you need to take into account wil l largely depend upon your ownorganisation, as well as the information you have been provided with.8Look at the timescales given and draw up your plan around this.Your plan should contain:What information is being asked for?When can you obtain al l the information?What needs to go into your bid? Highl ight or make notes on the needsset out by the organisation, how can you resolve them (spider chartsare a great tool for this).What relevant detai ls can make your organisation stand out from therest? What is your unique sell ing point?How long wil l you need to write up, check and edit your bid?Is there anyone else who could help you ?Is the organisation holding any meetings or information days youshould attend. These are great opportunities to receive clarification onwhat is required and to check out the competition.When planning and preparing your bid there are minimum standardsan organisation wil l expect you to meet, if you fail to meet thesestandards then the l ikelyhood is that your bid wil l not even be read, letalone considered. As harsh as this may sound, these purchasingorganisations may have hundreds of tenders to read throughout theyear. The minimum standards tend to be:You understand and have responded to all the organisation'srequirements.Your tender is tai lored to the exact requirements of the organisation,explaining how the work wil l be carried out and how you wil l assistthem to meet their objectives.You have fol lowed all the instructions given.Your bid is written well , free of significant errors and easy to readYou can offer good value for money, not just the cheapest price.Your bid is competitiveYour approach is professional and positive.As stated earl ier the the purchasing organisation may read throughhundreds of bids a year and so their evaluation team are adept atspotting a poorly produced tender.91 0Aside from meeting the minimum standards, to ensure your bidstands a greater chance of becoming a winning bid, it must: Provide supporting evidence of any claims made and anyadditional documentation provided to be clearly referenced. Demonstrate commitment to contiuous improvement, bestpractice and the organisation. Show experiences of how your organisation has put theory intopractice. Provide clear detai l of possible variations.Tender PresentationQuality of writingGood writing skil ls are critical when writing your tender. Whilst you maywell be the best man for the job, if you fail to get the key messagesacross or produce a tender that is unclear with no structure, theorganisation is unl ikely to consider you further.Style of writingThe writing style of your tender must be:1 . InterestingYour bid must grab the evaluators attention and give them something toremember. Provide good opening statements that get to the point, add11a piece of 'lesser known' information relevant to them. What innovativeand interesting solutions could you propose?2. Clear and conciseWrite in a way that is easy to read and straight to the point. Don't waffleon, just include what is necessary. Use plain English and be consistentin your terminology and language use. Avoid the use of weak qualifiers,keeping sentances short should help el iminate unecessary qualifiersthat exaggerate your statements but too easily become over used,such as very and really. Also watch out for those qualifying words thatcan weaken your statements, such as fairly, rather, mostly, general ly,somewhat etc, be confident and assertive in your proposals. We do is astronger statement than we mostly do or general ly do.3. Good punctuation and spell ingI t would be a very sad reason to lose a contract because of significantbad grammar and poor spell ing, with tools l ike spell ing and grammarcheck, it is inexcusable. As well as making your bid appear hurried andthe potential for statements being misunderstood, poor presentation inthis way could be deemed as a lack of a commitment to the contractand organisation.4. Professional, with a personable touchFirst and foremost, your tender is a formal and legal offer and shouldbe written in a professional way. The tone of the tender should,however give the evaluator a sense of the people behind theproposals. Don't be over famil iar and it isn't the place for comedy. Bepositive, confident, excited and believe in what you are offering and itwil l come through in your tender writing.The StructureOrganisations wil l either tel l you directly the order your tender shouldbe written in or wil l expect you to fol low the same order they have setout in the evaluation criteria or invitation to tender documents. Set outyour proposals clearly ensuring the information you provide flows. Don'tjump from one point to another and back again. The structure of yourtender needs to make it easy for the evaluator to understand yourproposals, going off course makes their job harder, importantinformation can be missed and runs the risk of losing points. Fol lowingthe order set out in the invitation to tender documents is not only of1 2benefit for the evaluator but wil l make it easier to create a smoothflowing tender. An effective way to break up sections is to usediagrams, charts or pictures to help clarify the points made. Be carefulnot to use too many, as this can make a bid look cluttered and messy,think of them as a welcome break from the black and white rather thana bombardment of colour distracting them from the written text.I t is a good idea when you have completed your tender to write andinclude a summary of the offer you have made, the main points youwant the evaluator to take note of . This is cal led an 'Executivesummary' and should be no longer than one page. I t is the 'go-to' pageto enable evaluators to re-cal l who you are and what you areproposing.Responding to RequirementsI t is imperative to your success that your tender proposal answers allthe questions and requirements of the purchasing organisation. Youmust present a solution to every need stated. Ask yourself How can Isatisfy this need or How can I answer this question? Can I or Can't Iisn't an option. I f you are unclear about any of the requirements orquestions asked, don't be afraid to ask for clarification. Each responsemust:Be clear, comprehensive and to the pointDemonstrate your knowledge of the area to be worked in, includingyour experience and the skil ls you would bring.What wil l you do to meet their needs? Don't just repeat theirrequirements, explain how you wil l fufi l them and what you wil l do.What benefits wil l you bring to the work? Think about your uniquesell ing point and how you can add to the benefits your competitors maybe proposing. What is your added value, making you stand out fromthe rest?How you wil l offer value for money? This wil l usual ly be covered whenanswering the above questions. Remember, value for money isn't justabout the price.Can you do what you have proposed? If accepted and your proposalswere put into a legal and binding contract could you fufi l them. Betruthful about what you can do.Attach evidence and information to support your proposals as anappendix. This wil l ensure an easier read for the evaluator. I t al lows1 3them to go through your proposals first and know where to go toexamine your evidence or for further information later. When anevaluator first looks at your tender they want to know that you haveanswered all their requirements and develop an interest in you beforedelving further into the evidence and information. I t would be a greatwaste of their time if they read through each proposal and it'ssupporting evidence etc to get to find that a later proposal won't meettheir needs.EvidenceWhen compil ing your evidence, make sure it is clear both to read andhow it supports you proposal. I t is vital that once you have impressedthe evaluator with your proposals, you have the supporting evidenceand examples to back it up. Don't leave anything to the evaluatorsimagination. Consider what questions they wil l l ikely ask when readingyour proposal, look at your invitation to tender documents for clues tothe types of questions they are l ikely to seek answers to. You should beable to back up every statement you make and provide relevantexamples to i l lustrate your points.Costings and Financial informationWhen providing costs of the proposals you have made, you wil l usual lybe required to complete a 'pricing schedule'. The pricing schedule wil lspecify what financial information is to be included. Depending on whatis required this could be an hourly rate, a rate per product or rate perend user. When providing costs you must ensure;you have provided complete costs, taking into account any on-goingcosts and overheads.You offer value for money and the evaluator has all the supportinginformation to conclude this.Al l the information is given in the requested format and your overal lprice has been set out in figures and words with the currency andwhether VAT is included made clear.Provide detai ls of how long your prices wil l remain valid. Tenderdecisions can be a lengthy process, so you wil l need to consider whenyour costs tend to incur increases.Consider entering a contingency for any unexpected costs or additionalwork that may arise. Be sure to explain where and why you haveincluded this in your proposal1 4I f this is your first tender bid don't be tempted to bid too low, thinkingyou wil l get your foot in the door. The evaluator wil l either be suspiciousof your low bid, suspecting the level of quality you can provide or in theevent that your bid is successful, it wil l be extremely difficult to increaseyour prices with this organisation in the future. Price your tenderrealistical ly and at a cost enabling you to provide a top quality servicenow and in the future.Follow the instructionsThe purchasing organisation includes instructions for a reason. Youmust fol low them, fai lure to do so is l ikely to lose you favour with anevaluator. I f you can't/won't do as they ask at the bidding stage, how dothey know you wil l l isten to them once the contract has been given.Your Well Presented TenderYour well presented tender wil l be enjoyable to read, easy on the eyeand of good quality. To make the most of your chance to win business;Don't hand write your tender, always type it, using the same font styleand size throughout (arial 1 2 is a good option).This ensures the lookand feel of your tender is consistent and easy to read.Provide an index, clearly numbered pages and clear labeling ofsupporting information.Present your tender in a fi le or have it professionally boundKeep sentances and paragraphs short. Use bullet points to make pointsclearer.Check, double check and check again that al l your information isconsistent from start to finish.1 51 6SummaryFor you to produce a successful and winning tender bid, it is essentialthat it is: Of good quality throughout. Addresses and provides solutions to al l of the purchasingorganistations requirements and questions. Structured in the format requested . Competitive and clearly presents the value you wil l bring . Written and presented wellChecklist1 . Have all the relevant questions and requirements been answered.2. Can your proposals be carried out and has the supporting evidencebeen provided?3. Is the supporting evidence referenced and clearly set out in anappendix?4. Is everything set out in the same font size and style?5. Has the document been signed in al l the relevant places, doublecheck this always as far too often a tender has been dismissedsimply because the bidder has forgotten or missed where theyneed to sign.6. Do you have a duplicate copy, somewhere safe, for you to refer toin the future?7. Has your completed presentation been triple checked? Is theresomeone else outside of the project that can read and check itover for you? They may bring to l ight any questions you need toconsider further.1 71 8Top Tips For Successful Bids1 . Plan each point ful ly, taking each stage one step at a time.2. Read all the questions and requirements careful ly and answer themful ly. Make sureyour proposals focus on and cover everyrequirement set out in your 'invitation to bid' documents,specification and/or evaluation criteria.3. Always provide supporting evidence or statements for yourproposals.4. Study all documentation, ensuring you understand what is requiredfrom and expected of you.5. Fol low all instructions completely.6. Provide all the information requested, I f for any reason you cannotprovide information, seek advice from the purchasing organisationfor an alternative.7. Where possible, cross reference your proposal response to therequirements or questions in the 'invitation to bid' documents.8. What is the objective of the contract? You need to know andunderstand this, keeping it in mind from preparation to completion.Stay focused.9. Don't let the documentation put you off, it is okay to ask for help.1 0. Don't include promotional material inyour tender unless of courseyou have been specifical ly asked to.1 1 . What format has the purchasing organisation requested your tenderbe in? Have you complied? Do not send in any other format1 2. Don't use jargon - stick to plain English.1 3. Return everything by the date and time given, not a second later.1 4. Has everything that needs to be signed, been so. Check again.1 920ResourcesFor a range of guides and resources to assist in your business includinghow to cost your services visit:http: //www.cleaningbrief.com/our-guides-and-services.phpTo search for information about contracts worth over 1 0,000 with thegovernment and its agencies visit:https: //www.gov.uk/contracts-finderFor the governments guide on tendering for public sector contracts visit:https: //www.gov.uk/tendering-for-public-sector-contracts21ExamplesExample 1 : Invitation to TenderTender for: Dear SirsInvitation to TenderPurchasing organisation invites offers for the supply of Your tender must be submitted in compliance with the fol lowingdocuments which accompany this invitation to tender:-Instructions to TenderersForm of Tender (including Certificate of Tender)Specification of Requirements for a #Contract DocumentsI t is the responsibi l ity of the tenderers to ensure that offers are receivedby 1 0.30hrs on . Tenders received after this time shall notbe considered, but shall be opened, recorded, marked Late Tenderand returned to sender.Please acknowledge receipt of this Invitation to Tender by sending afacsimile marked for the ##NAME/TITLE to 01 224-27XXXX##,confirming whether you intend to offer.Yours faithful ly22Example 2:Tender Acknowledgement FormTo:(YOUR fax no XXXXX XXXXXX)Date: Dear Sirs,Re: Tender for:We acknowledge receipt of your Invitation to Tender package.We have received all of the documents l isted in the Invitation to Tenderwithout damage and in usable condition.We have read the Invitation to Tender and wil l tender in accordancewith the requirements detai led.ORWe do not wish to tender and accordingly return the complete Invitationto Tender package with this letter.Yours faithful ly,For and on behalf of:--------------------------------------------------------------------------23Example 3:Instructions to TenderersPurchasing Organistaion Tender for: Instructions to TenderersForm of TenderTenders must be submitted with the enclosed Form of Tender, and mustbe supplementedby all other information and authorities requested in these TenderDocuments.Tenderers should note that al l attachments and appendices to the Formof Tender shallupon award of Contract be deemed part of the Contract.Submission of TendersThe original Tender plus one copy must be submitted in a sealedpackage or envelope addressed as fol lows:#Purchasing Organisation NameDepartment &Address detai ls#Your submission should also prominently display the fol lowing message:TENDERFOR:### COMMERCIALLY CONFIDENTIAL DO NOT OPENThe name of the tendering firm must not appear on the envelope, normust it be visiblethrough the envelope.The Tender must not arrive later than ##. The Tender shall be valid foracceptance for aperiod of 90 days from the date fixed for receipt of Tenders.24Award and Preparation CostsThe purchasing organisation reserves the right to award the contract forgoods and services as detai led in this invitation as it sees fit, and mayreject any or al l of the Tenders received with no obligation to disclose itsreasons.The cost of Tender preparation shall be borne in ful l by the Tenderer,who shall have norecourse to the purchasing organisation for this or any related expense.Currency, VAT and SummationThe currency of the Contract shall be UK Pounds, and costings shall beprepared on thisbasis.Al l sums entered in the Tender are to be inclusive of VAT.All costs which may be directly or indirectly related to the satisfactorycompletion of theContract and for which remuneration would be sought shall be clearlydetai led and summarised in your tender, or in accompanyingpaperwork. No other additional charges which could reasonably havebeen anticipated shall be accepted.DeliveryThe purchasing organisation is working to a target of service provisionbefore ###.This date may become critical and influence our selection; pleaseconsider this whencalculating lead times. Please include a detai led schedule which youwil l implement inorder to meet the service requirement.Instal lation and acceptance protocols and procedures are to beprovided.Your offer must include all del ivery and on-site service costs includingadequateinsurances.25Proposed Sub-contractorsDetails of proposed sub-contractors must be supplied, with associatedworkscopes.Fitness for PurposeThe Tenderer shall be deemed to have reasonable knowledge of andsatisfied itself as to the nature of the purchasing organisationsrequirement, and any conditions which may affect its tender to supply,in order that the goods and related services offered shall be fit forpurpose (see note 1 2, Contact for Queries).Training and DocumentationDetails of on/off-site training required for ful l local operation to beincluded, together withProposals relating to how this should be funded.Alternative Proposals1 0.1 You may wish to submit Alternative Proposals which includepreferential costings supply or alternative means of deliveringbest value for money.1 0.2 Alternative Proposals must be clearly marked so, and besubmitted as separate appendix to your main tender.Change in Status of TendererIn the event that after the date of this Invitation to Tender and prior tothe award of anyContract, the status or identity or circumstances of the Tenderer ischanged in anymaterial way, including but not l imited to merger, amalgamation, take-over or any otherreorganisation, change of name, or involvement in any action relating toreceivership,l iquidation, bankruptcy, winding-up or similar action, such change wil lbe notified to thepurchasing organisation immediately. Failure to comply with this mayresult in Tenderers being disqualified, or in the event of any award ofContract shall be deemed to be in breach of Contract.26Contact for Queries1 2.1 All questions relating to the Tender Documents must beaddressed inwriting to ## NAME AND TITLE, fax number 0XXXX-XXXXXX##.Answers to technical queries shall be addressed in writing to##NAME circulated as necessary.1 2.2 The authorised contact for this Tender is ##NAME## and in nocircumstances should the substance of these documents bediscussed with any other member of the purchasing organisationwithout the specific written agreement of the authorised contact.Please note : The Purchasing Organisation reserves the right to refusea Tender which has not been submitted in accordance with theinstructions detai led here.27Example 4:Form of TenderFor the attention of Dear SirsTender for : Having careful ly examined the subject Invitation to Tender dated # andthe documents detai led therein:-We confirm that we have ful ly satisfied ourselves as to the nature of therequirements of the purchasing organisation.We hereby offer to supply the services in accordance with yourInvitation to Tender and its enclosures as fol lows:Instructions to TenderersForm of Tender (including Certificate of Tender)Specification of Requirements for ##In the event that our Tender is accepted we undertake to execute aformal contract with the Purchasing Organisation embodying all of theterms and conditions contained within this offer.Unless and unti l a formal agreement is executed, this Tender togetherwith the Purchasing Organisations written or telefaxed acceptance shallconstitute a binding Contract between us.We agree to abide by our Tender for a period of 90 days fixed from thelodgement date oftenders, and it shal l be binding upon us at any time before expiration ofthat period.We understand that you are not bound to accept the lowest or anyTender received, nor assign a reason for the rejection of any Tender.28We accept that any costs incurred in Tender preparation are for ourown account.We understand that this shall be deemed to be our only and final offer,and unsolicited re-tenders shall not be considered.We confirm that the person whose signature is appended to this Tenderis a duly authorised signatory of our Company and has ful l and formallegal authority to sign this Tender on behalf of our Company.We understand that if our Tender is accepted we shall be reimbursedfor the services in accordance with the terms and conditions of theContract to be executed between us.Certificate of TenderWe certify that this is a bona fide Tender, intended to be competitive,and that we have notfixed or adjusted the amount of the Tender in accordance with any otherperson, body orassociation.29AuthorisationSigned:------------------------------------------------------------------------------Name (Print):------------------------------------------------------------------------------Title:------------------------------------------------------------------------------For and on behalf of:------------------------------------------------------------------------------Date:------------------------------------------------------------------------------Ful l address, including postal code, to which all communications relatingto this Tender should be despatched:-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Telephone Number: -------------------------------------------Facsimile Number: -------------------------------------------List of Documents Included with Form of Tender:30Example 5:Supplier Appraisal FormPurchasing Organisation Supplier Appraisal FormPlease complete in BLOCK CAPITALS or typescript.COMPANY DETAILSFull NameFull AddressPost CodeTelephone.Fax.E-mail .Address of Headquarters (if different from above)Telephone.Fax.E-mail .Date your company was formed:31Type of companyIncorporated # Partnership # Sole Trader #Other (please specify)BUSINESS ACTIVITIESDescribe briefly the range of services supplied by your company:Give brief detai ls of the areas in which your company special ises:How many people does your company employ?Permanent staff:Contract staff:FINANCIAL AND GENERAL INFORMATIONTurnover in each of20##-20##-20##-the last three years: Wil l you authorise us to obtain bank references if required?YES / NOName and address of your companys bankers:Please attach a copy of the audited accounts for each of the last twoyears.I f audited accounts are not available please state why in the box belowand attach any relevant financial information which is available.32Of what professional and/or trade associations, if any, is your companya member?EXPERIENCEWho are your major customers?May we seek references?YES / NOCompany Contact Name.Telephone No.Which other similar purchasing organisations have you suppliedgoods/services to, and when?Purchasing Organisation Supply DateContact NameTelephone No.Describe any services undertaken during the past two years which maybe relevant to the proposed purchasing organisation services:33Does your firm have a national ly recognised quality monitoring systemin place? If so, please provide detai ls.Any other information you wish to provide and/or l ist of documents youhave attached:Signed for the Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Name (block letters) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Date . . . . . . . . . . . . . . . . . .Designation/Title . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34Example 6:Simple ContractFor the supply ofbetweenThe Purchasing OrganisationandYour CompanyInsert dateSection 1 : FORM OF AGREEMENTContract for the Supply of:AGREEMENT made as of this day of 20##, by and between YourCompany having its principal office at Your Company Address(hereinafter cal led the Contractor), and the Purchasing Organisation,having its principal office atThe purchasing Organisations Address(hereinafter cal led the 'Purchaser')The Contractor wishes to provide a ######### to the Purchaser, andthe Purchaser wishes to purchase ########### from the Contractor,al l as more particularly described in the documents incorporated here.I t is hereby agreed as fol lows:35The Contract shall incorporate:Section 1 : Form of AgreementSection 2: Articles of Agreement and PriceSection 3: Specification of RequirementsSection 4: The Purchasing Organisations General Conditions ofPurchaseAll of which shall be read as one document.In case of confl icting statements the order of precedence is:This ContractThe Purchasing Organisations General Conditions of PurchaseThe Contractors response to the invitation to tenderThe Contractors representative shall be ################,telephone number: ##### ######,facsimile number: ##### ######.The Purchasing Organisations representative shall be ###########telephone number: ##### ######,facsimile number: ##### ######.The services shall be as described in Section 2: Specification ofRequirements.The Contractor shall provide the services to the Purchaser inaccordance with Section 2: Articles of Agreement and Price.The Purchaser shall pay the Contractor the price in accordance withsection 2: Articles of Agreement and Price.Signed for and witnessed on behalf of the ContractorSigned:-----------------------------------------------------Witness:-----------------------------------------------------at:-----------------------------------------------------Date36Signed for and witnessed on behalf ofthe PurchaserSigned:-----------------------------------------------------Witness:-----------------------------------------------------at:-----------------------------------------------------Date------------------------------------------Section 2: Articles of Agreement and PriceServices to be SuppliedThe services to be supplied are those listed as Items #### of AppendixA to the Form of Tendersubmitted by the Contractor on ####### (a copy of which is attached tothis Section as Annex 1 ).PriceThe Price shall be #### as detai led in Clause #### of Appendix A tothe Form of Tender submittedby the Contractor, that is #####.DeliveryDelivery of al l services shall be made to the fol lowing address:Services are required to commence by .is included in the Price.Value Added TaxThe prices contained herein shall include Value Added Tax.Terms and Conditions (including Payment)All other Terms and Conditions set out in Section 4 The PurchasingOrganisations General Conditions of Purchase shall apply to thisContract, except that any terms or conditions contained in Section 1 37Form of Agreement, or in Section 2 Articles of Agreement and Price,which differ from those in Section 4 shall take precedence.Annex 1 to Section 2: Articles of Agreement and Price(To be submitted as Appendix A to the Form of Tender by the Supplier)(Blank page - to be completed by supplier and incorporated in contract)Annex 2 to Section 2: Articles of Agreement and Price(Service Agreements etc.)(Blank page to be completed by supplier and incorporated incontract).38Example 7: Record of TenderPROJECT TITLE:REFERENCE:REQUISITIONER NAME:TENDER MANAGER:DEPARTMENT:IS THE ESTIMATED VALUE OF CONTRACT LESS THAN 1 00,000?(Purchasing Services must be consulted on all tenders of 1 00k andabove)IS THE ESTIMATED VALUE OF CONTRACT 1 54,000 OR OVER?(All contracts above this threshold must be tendered by thePurchasing Officer in accordance with the Public Supply/ServiceContract Regulations. Approximately 90 days should be allowed forthis).SPECIFICATION OF REQUIREMENTS DRAWN UP INCLUDINGWHOLE-LIFE COST ELEMENTS?ADVERTISEMENT OF TENDER NOTICE?DATE: _ _ / _ _ / _ _INVITATIONS TO TENDER ISSUEDDATE: _ _ / _ _ / _ _NUMBER OF INVITATIONS ISSUEDDATE SET FOR RECEIPT OF TENDERS_ _ / _ _ / _ _39NUMBER OF TENDERS RECEIVEDNUMBER OF LATE TENDERSSUPPLIERS SHORTLISTED.HOW MANY?PRESENTATION / SITE VISITS ARRANGED?AGREEMENT ON SELECTIONBID SUMMARY / RECORD OF SELECTION COMPLETEDCONTRACT AWARDED DATE: _ _ / _ _ / _ _UNSUCCESSFUL TENDERS ADVISED OF CONTRACT AWARDCOMMITMENT ENTERED TO SYSTEMCedAr REQ. NO:CedAr ORDER:SIGNATURE OF TENDER MANAGERNNNNNNNNNNNNNNNNN.DATE _ _ / _ _ / _ _404142The aim of this guide is to give you tips, guidance and confidence tobegin growing your business through the tender and procurementprocesses. Whilst writing this guide, we wanted to simplify theprocesses involved and help you to understand them and hope wehave achieved this. However, as with everything the best way tosimplify a process is to do it and so if you are sti l l feel ing overwhelmedby all means, visit the government website l inks provided, watch someof the videos but be wary of overloading your self with information andthen simply begin the process. I t is real ly the only way you wil l ever getto grips with the system. Take the plunge and learn as you go. Onceyou find a contract that would suit your business, don't be afraid to askfor more information or clarification if you need it. I f your tender bid isn'tthe winning bid, ask why not? The purchasing organisation must giveyou a response within a set time frame, currently organisation mustprovide a response within 20 days of your request. This information isan important part of your learning process. Every contract you winhelps your business grow, every contract you don't helps you and yourbusiness knowledge grow. So what have you got to lose. With al l thenew government initiatives there is no better time to begin Tendering.I f you have any further questions you are very welcome to post yourquestions toOur facebook page: https://en-gb.facebook.com/thecleaningbriefTwitter: @cleaningbrieforLinkedin Group: The Cleaning Brief

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