Tender Procedure Checklist - Non OJEU

Proposed Date
Action: Information: Date Completed
General Information:
e.g. Supply of Consultancy. The title and reference must
be recorded either in paper or electronic format so that
you can see a list of all tenders your department has
Title of Tender done

You could use your department initials and a 2/3 digit

Assign a Unique Reference Number number, i.e. FS001

If over £164,176 the contract will have to be advertised

Total Contract Value (estimate)
on OJEU. Contact procurement for advice

Maximum 4 years. Can have options to extend up to the

Contract Period (number of years, any extensions?)
Contract Start Date
Set Closing Date for Requests for Tender Documents
Set Closing Date for Questions from bidders
As questions are received, collate in a spreadsheet together with
your answers.
maximum, subject to total contract value
Allow plenty of time to complete the tender exercise
before the start date. Use the appropriate tender
timetable to help you plan. Refer to Template 'Tender
Time table (non-OJEU)'
Ideally 1 week before tender return date
Not less than 10 days before the tender return date.
If there are any questions relating to the tender process
that you require advice on, contact The Procurement
Team.
 Ideally 1 week before return date to allow enough time
Set Deadline for Sending Questions & Answers to Bidders for bidders to amend their return if necessary, based on
(removing all commercially sensitive information - company the answers circulated. This information can be sent out
names etc.) to bidders by email, ensuring bidders cannot see who the
other bidders are
Tender Return Date Use tender timetable template to set this date
Pre-advertising:
Give estimated date for their involvement and ensure
Notify Legal Services of project that they have email confirmation of the work required.
Email:legal.services@charnwood.gov.uk
Refer to templates ' Risk log' or 'Business Related
Consider Business Continuity Risk
Risk Matrix'
Create electronic folder (suggested format is ref. & title)
Generate Tender Timetable Refer to Template ' Tender Timetable (non-OJEU)'
Create Contracts Finder/ Source Leicestershire advert by using
'E-form link on the Toolkit Allow 48 hours for it to appear on the website
Send other adverts for publication (if applicable) Only once all other adverts are live
Project lead to Sign-off adverts
Store all tender documents and copies of adverts in an electronic
folder
Tender Docs:
Collate all tender documentation required Access the Procurement Toolkit for templates.
Create Invitation to Tender document (ITT) Be as clear, detailed yet concise as possible. Refer to
Templates 'ITT - Services' or 'ITT - Goods'
Create Instructions to Tender Refer to Template 'Instruction to Tender'
Create Special Conditions of Contract If required
Create Return Label Template 'Tender Return Label'
Advertising:
Sign-off tender docs by Project Lead

When all tender documents have been completed Place your

Link can be found on the toolkit (allow 48 hours for
advert on Contracts Finder, Source Leicestershire and CBC's
advert to appear on the website)
contract register by clicking on the link in the Procurement Toolkit.
Send other adverts for publication (if applicable)
Post-Advertising:
Arrange Tender Analysis Meeting with Project team for as soon
after tender return date as possible
Create Evaluation Scoring Matrix based on award criteria and
Template 'Evaluation Scoring Matrix'
store electronically in appropriate tender folder
Tender Return Day:

Procurement team to take receipt of the ITT documents, the

Tender documents and record how many were returned and price
Tender Analysis:
Ensure bids are marked against scoring matrix criteria as
stated in the ITT document - ensure that all scores are
Evaluate returned tenders
recorded on the scoring matrix - Template 'Evaluation
Scoring Matrix'

Complete tender scoring matrix for all bids Disregard any bids that are non-compliant
Note any questions relating to the returns
Raise clarification questions with Tenderers by email
Compile responses to clarification questions and circulate to
tender analysis team
Arrange short-listing meeting with tender analysis team (If
required)
Attend short-listing meeting (If required)
Provisionally agree Short-listed companies (If required)
Submit Company Reports / 3 years audited accounts to Financial Send financial info to Accountancy team, advise contract
Services for a Financial Assessment value & period. Allow min. 5 days
Financial Assessment Received
Confirm short-list based on outcome of financial assessment
Decide if presentations by the shortlisted companies are required
 Project team to set agenda & produce scorecard for
If so, create invitation letters and include attachments e.g. agenda marking presentations. Brief must be the same for all
parties
Send out invitations
Confirm attendees, dates & times
Ensure all bidders are treated fairly and equally by using
Attend presentations/meetings (If required)
a scorecard to evaluate presentations
Attend additional clarification meetings (if required)
Attend final decision meeting with project team
Agree on recommended supplier(s)
Submit Company Reports / 3 years audited accounts to Financial Send financial info to Accountancy team, Advise of
Services for a Financial Assessment contract value & period. Allow min. 5 days
Financial Assessment Received

Template ' Alcatel Notification Letter (successful)' or

Send out Alcatel letters to Successful & Unsuccessful suppliers
'Alcatel Notification Letter (unsuccessful)'

Allow 10 day standstill period from when letters were sent

Award:
Create Award Letter. Template 'Successful Award of Contract'
Arrange to sign 2 copies of contract after Alcatel period has Either Simon Jackson, Adrian Ward, Geoff Parker to sign
passed. the contract
Supplier to send 1 copy of contract back signed
Post-Award:
Refer back to e-mail link received when initial advert was
Update award notice on Contract Register
placed.
Dependent on risk and involvement. Set dates as tasks
Set Contract Review Dates
in Outlook with reminders
Reason for delay /
early completion