Transcript Sierra Leone Supply Processes

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
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Proportionality
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Thresholds Dictate Procedure
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Should differentiate between local and
international procedure
Artificial Contract Splitting is not Permitted
7 Stages of Tender Process
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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
A Minimum of 6 weeks should be allowed for Stages 1 – 7
Stages 1 & 2
1 Week
Stages 3 & 4
Stages 5 & 6
2 Weeks
2 Weeks
Stage 7
1 Week
1. Preparation Meeting
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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
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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
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Open Local ITT
– www.concern.net
– Appropriate Local Media
Open International ITT
– www.concern.net
– www.iapg.org.uk
– Appropriate Local Media
– Guardian or International Newspaper
Contact Suppliers / Service Providers based on Established InterOrganisational Supplier Lists
Documented Proof of Advertising
4. Receipt of Offers
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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
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Bidders Invited to Attend (Confirmed in Dossier)
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All Bids recorded based on Unique Numbers
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Complete ‘Tender Opening Report’
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Declaration of Impartiality and Confidentiality
6. Tender Evaluation
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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
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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