TENDER PROCESS AND INFORMATION
TENDER PROCESS
Tender Project Group
For each major Horsham District Council tender a Project Group of appropriate officers is established to oversee the process from conception to contract award. The Tender Project Group will evaluate all the tender submissions using the criteria stated in the tender documentation.
Return of Tenders
The Council is investigating the use of electronic tendering. Should a particular tender be undertaken electronically information will be provided in the documents advising the tenderers of the appropriate submission procedures.
Desktop Evaluation of Tenders
An initial evaluation of the information provided by the tenderer is evaluated by the Tender Project Group against the pre-determined criteria detailed in the tender documents.
Quality Assessment
An assessment of the quality of the goods to be supplied under the contract by the Tender Project Group and/or a sample User Group. This process may include testing of the product by the Council or an independent testing house.
Interviews/Presentations/Site Visits
At any time during the tender process (eg. short-listing, tender evaluation) the tenderer may be invited to give a presentation or attend an interview as part of the submission. Sometimes these are undertaken as part of a technical evaluation site visit to the tenderer’s premises by the Tender Project Group.
TENDER DOCUMENTATION
Companies successful with their application for a particular requirement will be forwarded a set of tender documents. Typically these documents will consist of some or all of the following:
Information for Tendering/Instructions for Tendering
Guidance for completing the tender documentation, most importantly the location, date and time by which the tender needs to be completed and returned to the Council. Failure to meet this date and time may result in disqualification of the 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 Documents
This is the document where all prices are entered.
Contract Conditions
This defines the relationship between Horsham District Council and the supplier of the works, goods or services.
Quality Requirements/Method Statement Questions
In this section tenderers will be expected to demonstrate how it intends to provide the goods or service including supporting evidence demonstrating relevant experience. The submission will then be used to evaluate the quality of the bid.
Health and Safety Schedule
Tenderers will be expected to demonstrate what appropriate Health and Safety measures are in place in order to provide the service in a safe manner.
Equalities Information
Seeks information on the relevant policies the tenderers have in place to ensure equality to its staff and customers in the provision of the services.
Environmental Considerations
Horsham District Council is continuously developing its role in environmental stewardship. This encompasses the promotion of the use of recycled products and the identification of opportunities to reduce waste and emissions. The Council therefore wishes to encourage companies who deal with the Council to have a positive approach to environmental management and tenderers may be asked to demonstrate what actions they are taking in this regard.
Transfer of Undertaking (Protection of Employment) [TUPE] Schedule
If the tender may involve the transfer of staff from the incumbent service provider to a new service provider, then information pertaining to the transfer of the staff will be sought from tenderers.
Contract Variation Form
A document where the tenderer may detail any areas of non-compliance with the Council’s requirements.
Alternative Offer
A document where the tenderer may detail an alternative proposal to that outlined in the specification for the Council to consider.
Form of Tender/Tender Statements
Seeking your agreement to the terms and conditions of tender.