Strategic Procurement Unit
TENDER OPENING
PROCEDURE
SPU027/PROC/Issue 2 18/07/08
Contents
1.0
2.0
3.0
4.0
5.0
6.0
1.0
SCOPE............................................................................................................ 2
PROCEDURE.................................................................................................. 3
RESPONSIBILITIES ....................................................................................... 5
ABBREVIATIONS & DEFINITIONS ................................................................ 6
ASSOCIATED POLICIES & PROCEDURES & CODES OF PRACTICE ........ 6
ASSOCIATED DOCUMENTS ......................................................................... 6
SCOPE
To describe and detail the processes and documentation whereby:1.1
A tender is due to be received by a Council Officer through the
Strategic Procurement Unit.
2
SPU027/PROC/Issue 2 18/07/08
2.0
PROCEDURE
2.1
PRE-TENDER OPENING
1
Project Officer
sends e-mail to
SPU advising of
- No. Tenders to
be received
- Who will be
attending
-- Requested date
& time for
tender opening
SPU027/PROC/Issue 2 18/07/08
3
2
SPU raise meeting
request for tender
opening with
standard text.
4
Is meeting
time
accepted?
N
Y
Tender
opening
2.2
TENDER OPENING
Has correct
number of
tenders
been
received?
SPU raise
TOF.
1
Y
SPU check
date/time of
receipt.
On time?
7
2
3
10
Have
tenders
been
located?
5
SPU027/PROC/Issue 2 18/07/08
Stamp & sign docs
in accordance with
TOF.
15
Record tender value
on TOF.
File original.
Take a copy of TOF.
19
14
Send late tender
letter to supplier.
Y
18
Open tender docs.
Produce standard
late tender letter.
N
Project officer to contact
suppliers, confirm they
submitted tender & record
details on TORS.
12
13
SPU to inform Project
Officer of number
received.
Project officer to contact
First Stop, stores &
Windsor to locate
missing tenders.
4
Results recorded
on TOF.
N - Reject
9
6
SPU check if
packaged/addresse
d correctly.
11
8
N
Y
Copy to project officer.
17
Complete & sign
TOF.
16
3.0
RESPONSIBILITIES
Ref
Action
No.
PRE-TENDER OPENING
1
The Project Officer responsible for the tender sends e-mail
to procurement@plymouth.gov.uk with details of tender.
2
A meeting request is raised to organise the date and time
of the tender opening.
3
If the meeting request is not accepted then another
date/time will be requested.
4
The tender is opened in accordance with the information
below.
TENDER OPENING
1
Raise Tender Opening Form
2
3
4
6
7
8
9/10
11
12
13
Check whether the correct numbers of tenders have been
received.
If the correct numbers of tenders has not been received
the Strategic Procurement Unit should inform the Project
Officer of the number of tenders that have been received.
The missing tenders need to be located by contacting First
stop, Stores and Windsor House mailroom.
If the tenders have not been located after checking with
First Stop, Stores and Windsor House mailroom, then the
Suppliers should be contacted and confirm they submitted
a tender, this information should be recorded on the tender
opening record sheet.
If the correct numbers have been received then the date
and time of receipt should be checked and should comply
with the details included in the tender.
If a tender was not received on time, then it should be
rejected and left unopened.
If the tender is rejected then it needs to be sent back to the
Supplier who submitted it with the standard late tender
letter.
If a tender is received on time it needs to be checked to
ensure that it complies with the details included in the
tender with regard to packaging/address.
The results of 11 are then recorded on the Tender
Opening Form.
The tender is now ready to be opened.
SPU027/PROC/Issue 2 18/07/08
Responsibility
Project Officer
Strategic
Procurement Unit
Strategic
Procurement Unit
Strategic
Procurement
Unit/Project Officer
Strategic
Procurement Unit
Strategic
Procurement Unit
Strategic
Procurement Unit
Project Officer
Project Officer
Strategic
Procurement Unit
Strategic
Procurement Unit
Strategic
Procurement Unit
Strategic
Procurement Unit
Strategic
Procurement Unit
Strategic
Procurement
Unit/Project Officer
Ref
No.
14
15
16
17
18
19
4.0
Action
The tender needs to be stamped and signed in accordance Strategic
with the details contained on the Tender Opening Form
Procurement
Unit/Project Officer
The tender value is recorded on the Tender Opening Form Strategic
Procurement Unit
Once all tenders have been opened the Tender Opening
Strategic
Form is completed and sign by the representatives present Procurement
at the tender opening.
Unit/Project Officer
A copy is taken of the signed Tender Opening Form
Strategic
Procurement Unit
The original copy is filed in the Strategic Procurement Unit. Strategic
Procurement Unit
The copy is given to the Project Officer to file.
Strategic
Procurement
Unit/Project Officer
ABBREVIATIONS & DEFINITIONS
3.1
3.2
5.0
TOF – Tender Opening Form
SPU – Strategic Procurement Unit
ASSOCIATED POLICIES & PROCEDURES & CODES OF PRACTICE
3.3
3.4
6.0
Responsibility
Tender Opening Form
Contract Standing Orders
ASSOCIATED DOCUMENTS
3.5
Tender Opening Form
6
SPU027/PROC/Issue 2 18/07/08