<Insert Tender Title and Reference>
<insert address>
<insert date>
Dear Bidder
The University of Exeter (“University”) would like you to provide a quote for the purchase of
<Insert Item Description>

Must come with at least 1yr Warranty.
The establishing the correct warranty requirements for your purchase is an important element which will
save additional costs later. Most new equipment comes with at least a one year warranty. However; you
may feel that a longer warranty is required e.g. for continuity and/or budget.

Whole Life Costing will be considered as part of this purchase so please include details of energy
usage within your quote.
Value for Money is defined as the optimum combination of whole life costs and quality (or fitness for
purpose) to meet the user's requirement. Depending on the nature of the contract, whole-life costs may
include implementation costs, ongoing operating costs and end-of-life disposal. In considering these
questions please review any suggested questions in the Sustainability Impact Sheet crucial to the project.
<insert details of framework if applicable> framework agreement and will select the bidder that offers the
most economically advantageous quote.
The University may have already tendered and have an existing contracted suppliers (or providers) or may
have compliant access to other frameworks that offer competitive prices without the need to tender. These
are referred to as Frameworks (link to be provided). Frameworks MUST ALWAYS be used before a
quote/tender is undertaken
List of Requirements
Set out below are the minimum standards required of the relevant equipment. The equipment included in
your quote must meet the requirements set out below.
This section will be marked on a pass or fail basis. A pass must be achieved on each and every question
before a quote will be considered from a financial perspective. Any decisions made by the University of
Exeter’s evaluation team will be final.
<set out specific requirements>
A specification is a document that clearly, accurately and completely describes in detail what you need to
purchase. A clear, accurate and complete specification is the foundation of any purchase of goods, services
(including consultancies) or building works. The specification should clearly outline the requirements for
these items whether the purchase is for a small, simple item or a large, complex item. To ensure the best
chance of getting what you want the specification needs to be very clear about what exactly it is that the
College/Service requires. Consider: Delivery, Technical Requirements, Operational Requirement, Sizing,
Location, Any constraints re: delivery/ operation/ utilities etc., any compatibility considerations/ interface
issues (although care needs to be taken re: specifying proprietary products) and Warranties]. Link to further
advice.
If a simple evaluation of price is required (with a few standard minimum requirements - see examples below)
then this is a suitable template. However; you should consider a more formal tender if the purchase is more
about technical deliverability, compatibility, operational requirements, grant funded/EU projects,
INCOTERMS etc. of the goods/services then this may not be appropriate. In these circumstances, seek advice
for the Procurement Team.
Please outline your product’s ability to fulfil these requirements in the table below:
Performance
requirements
and
Specification
Compliant?
1.1
[Example] The equipment has a one
year warranty
YES/NO
1.2
[Example] The equipment has to be fully
assembled and delivered to site
by<insert date>
YES/NO
1.3
[Example] The equipment has to be fully
assembled and delivered to site
by<insert date>
YES/NO
1.4
[Example] The equipment must have an
Energy Efficient Rating of 90% (Band A)
or better under the scheme for
Department for Environment, Food and
Rural Affairs (Defra)
[Example] Maintenance costs, call out
fees, transportation, consumables, cost
of making changes are fully itemised in
the quote
YES/NO
[Example] Consultancy services in
respect of the purchase are to be
delivered to site at the request of the
University
YES/NO
1.5
1.6
Bidders’
response
to
performance and specification
requirements
must
include
corroborative evidence
YES/NO
Please also provide the following details:
Price
Delivery Date
Compliance
delivery terms
with
Warranty offered
Please ensure the price quoted is exclusive of VAT but inclusive of all other costs and expenses including
delivery costs.
The delivery of the equipment must comply with the < insert any specific requirements e.g.
INCOTERMS>.
The Incoterms® rules or International Commercial Terms are a series of pre-defined commercial terms
published by the International Chamber of Commerce (ICC). They are widely used in International
commercial transactions or procurement processes. Incoterms® rules provide internationally accepted
definitions and rules of interpretation for most common commercial terms. An example, “Delivered Duty
Paid” means that the seller delivers the goods when the goods are placed at the disposal of the buyer, cleared
for import on the arriving means of transport ready for unloading at the named place of destination. Thinking
about these rules is important when international companies may be interested in providing goods/services).
seek advice for the Procurement Team as appropriate.
Please ensure this quote is received by the University of Exeter by <insert time and date> .Any quotes
received after this time will be disregarded. Please also include details of the associated warranty
agreement and any cost/details associated with possible warranty extensions.
In submitting your quote, you do so in accordance with the conditions specified or referred to herein, and
you agree to adhere to the Terms and Conditions included in appendix A of this document.
The University will select the quote which meets the Specification Requirements (above) and offers the
lowest price for the goods and will award the contract to this bidder.
Yours Sincerely
<insert name>
<insert title>
Appendix A
Terms and Conditions
Microsoft Office
Word 97 - 2003 Document