Supply Chain Workshop Islamabad 24th – 28th June 2013 Invitation to Tender Supply Chain Workshop Islamabad 24th – 28th June 2013

Aim and Objectives To gain an understanding of the process to follow when managing an Invitation to Tender Process Objectives Understand the steps involved in a tender process Understand the documentation required to record a tender process

When to use an ITT Process Proportionality Thresholds Dictate Procedure Should differentiate between local and international procedure Artificial Contract Splitting is not Permitted

7 Stages of Tender Process Stage 1 – Preparation Meeting Stage 2 – Preparation of the Tender Advertisement and Tender Pack Stage 3 – Tender Advertising Stage 4 – Receipt of Offers Stage 5 – Tender Opening Session Stage 6 – Tender Evaluation Stage 7 – Finalise Tender Process

Suggested Tender Timeframe

1. Preparation Meeting Appoint Tender Evaluation Committee Appropriate Personnel Assign Roles and Responsibilities Agree Process Local or International Advertising (Thresholds) Evaluation Process (Samples, Site Visit etc.) Allocate responsibility for Tender Ad and Dossier Agree how to Receive Tender Bids and Samples Record and Sign Meeting Minutes Sign Declaration of Impartiality and Confidentiality

2. Preparation of the Tender Advert and Pack Donor Logos on Advert and Dossier Dossier Letter of Invitation to Tender Instructions to Tenderers Terms and Conditions Tenderers Relevant Experience Tenderers Declaration Specifications and Quantities must be Finalised Split Tender into Lots (explained in dossier)

3. Tender Advertising Open Local ITT www.concern.net Appropriate Local Media Open International ITT www.iapg.org.uk Guardian or International Newspaper Contact Suppliers / Service Providers based on Established Inter-Organisational Supplier Lists Documented Proof of Advertising

4. Receipt of Offers Sealed Envelopes (Delivered) Signed by Receiver in Receipt Book Date & Time on Envelope (Unique Number) Tender Box / Safe Samples Marked and Stored Bids Received after Deadline Disqualified

5. Tender Opening Session Bidders Invited to Attend (Confirmed in Dossier) All Bids recorded based on Unique Numbers Complete ‘Tender Opening Report’ Declaration of Impartiality and Confidentiality

6. Tender Evaluation Technical Compliance (Evaluation Grid) Samples References Supplier Capacity Guarantees After Sales Service Company Profile Financial Evaluation (Evaluation Grid) Clarification of Bids Complete Final Evaluation Report

7. Finalise Tender Process Award Contract Letters to Unsuccessful Tenderers Post Tender Notice www.concern.net www.iapg.org.uk Post Tender Review Filing of all Documentation Donor Guidelines must be Followed