The University of Warwick
Tender Title and Reference
Month and Year
Invitation to Tender
Part One - Introductory Information for Suppliers
Tender Reference
Part One – Introductory Information
Date
1/7
The University of Warwick
INTRODUCTORY INFORMATION FOR SUPPLIERS
The University of Warwick requests that interested Suppliers provide and submit a full
proposal for the provision of the Goods and/or Services as specified in the attached Invitation
to Tender (ITT) documentation. The ITT consists of the following documentation:
Part One - This Introductory Information document.
Part Two - The Goods and/or Services Requirement document.
Part Three - The Commercial Requirements document.
Part Four - The Terms and Conditions document.
Should Suppliers be unable to access any of the above documents, or if Suppliers are unclear
as to what the documents refer to, Suppliers are invited to contact the Tender Manager.
(details below)
PROCUREMENT PROCEDURE
Interested suppliers are invited to submit their bids based upon the information contained
within the complete Invitation to Tender document set.
All interested Suppliers must provide their submissions via the University of Warwick’s InTend procurement site www.in-tendhost.co.uk/universityofwarwick.
Should Suppliers experience difficulties in accessing or using the site they are invited to
contact the Tender Manager (details below).
Any correspondence from Suppliers relating to the Tender, whether relating to
technical, commercial or other issues and including but not limited to technical
questions against the specification must be communicated using the In-Tend
Correspondence function. Failure to do so may result in the queries being excluded
from the tender procedure.
Any additional information deemed relevant by the University or answers to queries of such
nature that would be of interest to all participating parties, will be communicated quickly and
equally to all registered tenders via the In-Tend Correspondence function with the University’s
tracked Question and Answer document.
If any Suppliers invited to tender decide not to submit a tender, they are invited to notify the
University in writing as soon as that decision is made.
The TENDER MANAGER can be contacted at the following contact point:
Tender Manager Name
Tender Manager Position
The University of Warwick
Purchasing and Insurance Office
University House
Kirby Corner Road
Coventry
CV4 8UW
Telephone:
Fax:
+44 (0) 24 765 XXXX
+44 (0) 24 765 73040
The closing date for this Invitation to Tender is 12 Midday date of tender close. Your
responses must be received both electronically and in hard copy by the University no later
than 12:00 hrs GMT on this date.
Tender Reference
Part One – Introductory Information
Date
2/7
The University of Warwick
You must submit:
one electronic copy of the entire tender response via the In-Tend website (please clearly
label the title of all electronic files uploaded).
Required number hard copies of all direct technical and commercial information in response
to Part Two - The Goods and Services Requirement.
Required number hard copies of all commercial information in response to Part Three - The
Commercial Requirements.
Required number of electronic hard copies on CD-ROM disk compatible with Microsoft
Windows or PDF.
Hard copy responses must be sent to the Tender Manager and address detailed above.
The envelope or package in which you send your hard copy responses must be clearly
marked in the top left hand corner ‘tender ref’ Do not open until 12 Midday DATE OF
CLOSURE and must not carry any identifiable marks. Please note there is no requirement to
use any specific packaging. It is the Supplier’s responsibility to ensure documents are
delivered to the University before the closing date and evidence of this delivery is
documented.
The opening ceremony will be performed at the University of Warwick on or after 12:00 hrs
GMT close date of tender. All tenders will be opened and validated by personnel authorised
to do so by the University of Warwick.
Format of Tenders
The amount of soft and hard copies required is mandatory and not negotiable.
LATE RETURNS MAY NOT BE ACCEPTED AND MAY BE AUTOMATICALLY
DISQUALIFIED.
FAILURE TO SUBMIT THE REQUIRED NUMBER OF ELECTRONIC AND HARD COPY
RESPONSES BY THE REQUIRED DEADLINE MAY RESULT IN DISQUALIFICATION
FROM THE PROCEDURE
Amendments to Submitted Tenders
If the tenderer finds it necessary to make any amendments subsequent to the submission of
their tender response, the amendment should be submitted in the same quantities and
formats as detailed above for the tender submission.
The hardcopies of the amendment must be sent to the Tender Manager and address detailed
above. The envelope or package in which the amendment is sent must be clearly marked in
the top left hand corner “Amendment to TENDER REF – Do not open until 12 Midday DATE
OF CLOSURE”
Amendments may only be submitted prior to the closing date of the tender procedure.
Tender Reference
Part One – Introductory Information
Date
3/7
The University of Warwick
IMPORTANT INFORMATION ABOUT THE TENDER PROCESS
Acceptance of Submissions
Bids against the ITT will only be accepted from suppliers who have requested and fully
completed the ITT as laid down in the Part Two - Goods and/or Services Requirement
document and the Part Three - Commercial Requirements document.
The acknowledgement of receipt of any submitted tender shall not constitute any actual or
implied agreement between the University and the Tenderer. Nor does the University
undertake to accept the lowest, or part, or all, of any Tender. The University, at its sole
discretion, reserves the right to accept any tender(s), or any part, or all of any tender(s)
unless expressly stipulated otherwise in the tender offer.
The University reserves the right to seek clarification from suppliers if required, upon receipt
of tender submissions.
Alterations
None of the documents contained in the Invitation to Tender Document Set may be altered by
the Tenderer. Any modification considered necessary by the Tenderer should be detailed in a
separate letter accompanying the tender response.
Incomplete Tender
Tender submissions may not be considered if the complete information called for is not given
at the time of tendering.
Validity of Tender Submissions
Tenders shall be valid for a minimum of 6 (six) calendar months from the closing date for the
submission of tenders.
Subcontractors
The names and addresses of any sub contractors the Tenderer proposes to employ must be
furnished with the tender. The Tenderer should also give details of the services to be
delivered by the sub contractor who must comply in totality with the contract between the
University and the Tenderer.
Submission of Multiple Options
If the tenderer wishes to offer more than one solution to the goods or services requirement,
this should be contained within the response to Part Two – Goods and / or Services
Requirement document, with the options clearly marked.
All requested information should be detailed clearly for each option offered.
Confidentiality
The Tenderer (whether their submission is accepted or not) and all other recipients of the ITT
document set (whether they submit a tender or not) should treat the details of the
specification and the documents attached hereto as private and confidential.
Tender submissions and subsequent clarifications which take part throughout the tender
procedure will be treated as confidential by the University of Warwick and will not be
disclosed to third parties except on a need-to-know basis or as may be required by statutory
obligation.
Further, it is understood by both parties that submitted responses become the property of the
University of Warwick and that the Supplier will be bound by the information disclosed in their
response for 6 months after the submission date.
Tender Reference
Part One – Introductory Information
Date
4/7
The University of Warwick
Liability
All information contained within this document has been submitted to allow all Suppliers to
construct, without bias, their tender response. It shall be the responsibility of the Supplier to
ascertain the accuracy of the details as the University provides all details in good faith and will
take no responsibility for variations to the descriptions given.
It is the Supplier’s sole responsibility to ascertain the accuracy of the supplied information by
formal
request
via
correspondence
on
the
In-Tend
web
site
(www.intend.co.uk/universityofwarwick)

Suppliers will not be entitled to claim from the Universities any costs or expenses
incurred in responding to this invitation to tender.

Prospective Suppliers may be required to demonstrate their submitted tender
proposal. Suppliers will be expected to bear their own costs of such demonstrations.

Tenderers must ensure that they have all the information required for the preparation
of their tenders and satisfy themselves of the correct interpretation of terminology
used in these documents. Tenderers must also ensure that they are fully conversant
with the nature and extent of the obligations to be accepted by them if their tender is
accepted.
Tender Reference
Part One – Introductory Information
Date
5/7
The University of Warwick
BACKGROUND INFORMATION TO THE UNIVERSITY OF WARWICK
The University of Warwick is a uniquely successful institution. Founded in the mid 1960s, the
University has grown to achieve a student population of over 18,000 in 2009 and rankings of
3rd and 6th place among UK Universities in the most recent league tables (Guardian and
Independent respectively). The University is now wholly focused on its Vision 2015, the overriding ambition for Warwick is to achieve a top 50 ranking of world Universities by 2015, as
measured by quality of research output and strength of student demand.
The University strategy to 2015 is centred around eight core values of; Excellence, Ambition
and Drive, Entrepreneurial Flair, Cosmopolitanism, Service, Accessibility, Community,
Independence. Further information on the University strategy to 2015 can be found through
the following link http://www2.warwick.ac.uk/about/vision2015/
Research and Teaching
The University has 29 academic departments and 49 research centres and institutes, in four
Faculties:
 Arts,
 Medicine,
 Science,
 Social Sciences
The results of the 2008 Research Assessment Exercise (RAE), a UK-wide exercise run on
behalf of the four UK higher education funding bodies, reaffirmed Warwick’s position as one
of the UK’s leading research universities. Warwick was ranked as 7th overall in the UK (based
on multi-faculty institutions) with 65% of its research classed as “world leading” or
“internationally excellent” (Quality level of 4* or 3*) and a significant number of departments
within the top 10 in the UK in their unit of assessment.
One of the most recent initiatives for the University has been the development of the School
of Life Sciences. Formed on 1 October 2010 by the integration of the Department of Biological
Sciences and Warwick HRI, the School of Life Sciences creates exciting new opportunities for
interdisciplinary study and research.
The new School will build on existing centres of excellence for multidisciplinary research and
continue to develop new understanding across the spectrum from fundamental molecular and
cell biology to real-world, applied research problems.
Further information on the University’s research initiatives and collaborations can be found
through the following link http://www2.warwick.ac.uk/about/profile/research
Commercial Activities
The University has a strong and vibrant range of commercial activities including:
 Three purpose built year round training and conference centres
 Warwick Arts Centre, the largest performance and visual arts complex in the
midlands, attracting over 280,000 visitors a year to more than 2,000 events
 University Bookshop
 Wide range of shops, bars and restaurants
 Warwick Ventures
 Jobs.ac.uk
Tender Reference
Part One – Introductory Information
Date
6/7
The University of Warwick
Campus
The University is adjacent to Coventry on the border with Warwickshire and occupies 290
hectares across three adjacent sites: Central campus, Gibbet Hill campus and Westwood
campus. The campus incorporates lakes, woods, trees and landscaped gardens with many
green open spaces. The campus is continually evolving with recent significant developments
including:
 Warwick Digital Laboratory - opened in 2008 by Prime Minister Gordon Brown
 Indoor tennis centre at Westwood campus opened in March 2008
 The new Student Union building, refurbished and extended, opened in January 2010
 Warwick Arts Centre, including the redeveloped Butterworth Hall which opened in
Autumn 2009
Furthermore the campus offers students excellent entertainment with over 200 clubs and
societies organised by a dynamic Students’ Union and significant sport and leisure facilities
offered by the Department of Physical Education and Sport (Warwick Sport);
Further information of the University campus can be found through the following link
http://www2.warwick.ac.uk/about/campus/
Tender Reference
Part One – Introductory Information
Date
7/7