Charity number SC004401
PROCUREMENT OFFICE PROCEDURE ON TENDERING FOR GOODS, SERVICES AND WORKS
PUBLICATION
1. Notice of tender activity will be published in the the Public Contracts Scotland portal and where over the
appropriate threshold, in OJEU. For Thresholds, please refer to the Thresholds document found in:
http://www.gla.ac.uk/services/procurementoffice/
2. Timescales, evaluation criteria and weighting will be published.
3. Notification of access point for accessing PQQ/tenders will be included if the PQQ/tender is available
electronically.
EVALUATION OF PREQUALIFICATION QUESTIONNAIRES
For the ‘Restricted’ process, PQQs will be assessed based on the ability of participants to meet any
mandatory selection requirements, such as the requirement to have a particular accreditation or
qualification. There may also be various points scored questions and the methodology on how points will
be attributed will appear on the PQQ when it is published. The University will reject companies not
meeting the business criminality requirements and may reject those not meeting the business probity
requirements – these are standard requirements as outlined by Scottish Procurement Directorate
guidance.
Following PQQ evaluation, letters will be issued to unsuccessful participants providing scores, ranking
and detail on low scoring areas.
EVALUATION OF TENDERS FOR GOODS AND SERVICES AND WORKS
1. Stage 1 - when tenders are received, they are usually evaluated for their ability to meet firstly any
selection criteria (for tenders using the ‘Open’ process), contained in the tender questionnaire and then
the minimum specification and mandatory requirements (for ‘Open’ and ‘Restricted’ processes).
Companies not meeting the selection criteria and minimum standard of specification will be eliminated
from the exercise and will not go onto round 2.
2. Stage 2 of the evaluation involves marking each tender against the evaluation criteria stated in the
tender document and applying the weighting. An award can then be made to the company with the
highest score unless further refinement is required for the evaluation panel to make a decision, for
example in the case of a tie or where clarification of elements of the tender response is required. In this
case the top scoring companies would go forward to round 3. If a company could not overtake the top
scorer at round 2 by obtaining all the points attributable at round 3, then they will not be invited to go on
to round 3.
3. Stage 3 of the evaluation will involve further investigation or presentations to address the residual issues
described above and to clarify and expand upon areas where the tender evaluated at Round 2 may not
have done the supplier justice. Investigations or presentations form an addition to the tender submission
and as such the marks gained at round 2 are either confirmed or enhanced. New marks over and above
the maximum available cannot be attributed at this stage and therefore enhancements can only be made
to take a supplier to the maximum score against each criteria, so if a supplier scored full marks for a
particular criteria at round 2 they cannot achieve more than that at presentation. For example a supplier
scoring 100/100 at round 2 cannot improve on that in round 3 but a supplier scoring 90/100 may be able
to increase their score to 100 but not more than 100 for that particular component in round 3
The top scoring company is awarded the contract.
Note:For simplicity, marks are usually out of 100 and the weighting applied at stage 2 and 3 as appropriate.
Reference: PR20-008-A
Released: 16/05/2013
Owner: Procurement Office
POST- TENDER STAGE
1. All suppliers taking part in the exercise will be sent award or reject/standstill letters by email and the
award(s) will be published in the Public Contracts Scotland portal and OJEU if over the EC threshold.
2. Letters to unsuccessful participants will state the evaluation criteria where the recipient scored lower and
if the EC standstill period applies, the names, score and ranking achieved by the recipient and the
winning tender with the relative advantages of the winning tender disclosed so that further debriefing will
generally not be required.
Reference: PR20-008-A
Released: 16/05/2013
Owner: Procurement Office