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

2. 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

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

4. 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

5. Suggested Tender Timeframe

6. 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

7. 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)

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

9. 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

10. 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

11. 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

12. 7. Finalise Tender Process
Award Contract
Letters to Unsuccessful Tenderers
Post Tender Notice
Post Tender Review
Filing of all Documentation
Donor Guidelines must be Followed