Facilities Directorate
Estates Services
The University of Leeds
LEEDS LS2 9JT
T: +44 (0) 113 343 5795
E: m.hayes@leeds.ac.uk
Date: xxxxxx
INVITATION TO TENDER
Scheme Title
xxxxxx
Scheme Reference
xxxxxx
Contract Period
The commencement date for the contract shall be xxxxxx for a period
of x (x) years, with an option to extend for a further x (x) x 12 (twelve)
month periods at our discretion.
Dear Sir/Madam,
You are invited to submit a competitive tender for the above.
You must submit your tender in soft copy format (only) via the University’s tendering website
at www.in-tendhost.co.uk/universityofleeds
Please submit your proposal in full no later than:
DAY 12:00 (NOON) MONTH 2012
Except under exceptional circumstances, no extension of time and date by which the tender
must be submitted will be granted. Late submissions will not be accepted.
This invitation to tender comprises the following documents:
(one copy)
(one copy)
(one copy)
(one copy)
(one copy)
(one copy)
(one copy)
(one copy)
(one copy)
Invitation to Tender Letter
Acknowledgement of Receipt of Tender
Instructions to Tenderers
Form of Tender
Specification
Price Schedule
Declaration of Bona Fide Tender
Offer of Agreement
Non-Compliance Statement
1
Tenderers are advised to read all the documentation carefully to ensure that they are familiar
with the nature and extent of their obligations their tender is accepted.
Any query in connection with this tender or the invitation to tender shall be submitted in
writing to the designated officer on:
Mr Michael Hayes
Deputy Purchasing Manager
Email: m.hayes@leeds.ac.uk
Technical enquires and requests to attend site should be directed to;
Insert Contact Name
Job Title
Tel Number
Email Address
Note: Site visits shall take place on xxxxxx (only). Although not mandatory, this visit
is recommended.
In order to maintain, transparency and equality, all questions, unless commercially
confidential, asked by, and answer given to, individual tenderers will be recorded and
circulated in an anonymised form to all tenderers.
We look forward to receiving your submission. If however you decide not to submit a tender,
we would be grateful if you could inform us in writing in accordance with the following tender
acknowledgement form.
Yours faithfully,
Michael Hayes
Deputy Purchasing Manager
2
TENDER ACKNOWLEDGEMENT FORM
Scheme Title
xxxxxx
Scheme Reference
xxxxxx
Please sign and return this form as soon as possible to esprocurement@leeds.ac.uk marked
for the attention of Michael Hayes, Deputy Purchasing Manager.
Dear Sir/Madam
In Confidence.
Your invitation to tender was received by us on
I/We*, the undersigned, acknowledge receipt of your invitation to tender, and hereby confirm
that I/we; are able/not able to submit a tender in accordance with the tender documentation.
*delete
If applicable, please submit your reasons here for declining the opportunity to submit a
tender.
Yours faithfully,
Company
Signed
Name
Contact Tel No
Date
3
1
INSTRUCTIONS TO TENDERERS
These instructions should be read carefully in order that the format of your tender and
information to be provided is submitted as requested. Failure to comply with these
instructions may invalidate your tender.
You must take cognisance of the following specific points;
1.1
Your tender shall be a bona fide tender and shall not be fixed or adjusted by
or in accordance with any agreement with any other person.
1.2
Employees of the University cannot provide services to the University which
could otherwise have been supplied direct to the University as part of their
contract of employment.
1.3
Your company shall not communicate to any other person before the tender
return date, the amount of the tender, except where disclosure in confidence
is necessary to obtain insurance premium or bond quotations.
1.4
Your company shall not enter into any agreement or arrangement with any
other person to prevent the other person from tendering or to affect the value
of any tender to be submitted.
1.5
Your company shall not offer or give any sum consideration, directly or
indirectly, to any person in relation to the tender.
1.6
The volumes/quantities required are estimates and the University does not
guarantee that these quantities will be met or exceeded.
1.7
The University does not bind itself to accept the lowest, or any tender. It also
reserves the right to accept a portion of any tender, unless your company
expressly states otherwise, and the right to award the contract to more than
one tenderer.
1.8
Tenders shall be open for acceptance for a period of 90 days from the date
specified for return. The University of will not be responsible for, nor pay for,
the expenses or losses which may be incurred by any tenderer in the
preparation of this tender.
1.9
The University is a Public Authority within the meaning of the Freedom of
Information Act 2000. Information received from the tenderer may be made
available on demand in accordance with the Freedom of Information Act
2000.
Tenderers should state if any of the information supplied by them in response
to this invitation to tender is confidential or commercially sensitive or should
not be disclosed in response to a request for information under the
aforementioned act.
Tenderers should state why they consider the
information to be commercially sensitive.
This will not guarantee
University, nor that it
Information requests.
exemptions provided in
disclose or not is made.
that the information is treated as confidential by the
will not be disclosed in response to Freedom of
Information will be examined in the light of the
the Freedom of Information Act before a decision to
4
2
CONTRACT PERIOD
2.1
3
The commencement date for the contract shall be xxxxxx for a period of x (x)
years, with an option to extend for a further x (x) x 12 (twelve) month periods
at our discretion.
PROCUREMENT TIMETABLE
3.1
The key dates for the procurement are set out in the table below. All dates
are indicative only and the University reserves the right to vary these dates
on notice.
Stage
Activity
Deadline
1
ITT sent to short-listed tenderers
XXXXXXX
2
Site Visit to the University of Leeds
3
Deadline for submission of tenders
4
Tender evaluation and supplier clarification
5
Notification of Decision
6
Commencement of Contract
4
EVALUATION CRITERIA
4.1
The University may require that you attend a meeting to discuss any aspect of
your tender.
4.2
The University will accept the most economically advantageous tender based
on the following criteria (not necessarily in order of importance. It is important
to ensure that any information submitted is relevant to the criteria below.
Information which is not relevant will not be taken into account.
Criteria
Weighting (%)
xxxxxx
xxxxxx
Cost
TOTAL
100%
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FORM OF TENDER
All tenders submitted must comply with the following instructions.
Tenderers shall submit the following:
(one copy- signed)
(one copy- signed)
(one copy- signed)
(one copy- signed)
(one copy- signed)
Acknowledgement of Receipt of Tender
Price Schedule
Declaration of Bon Fide Tender
Offer of Agreement
Non-Compliance Statement
In addition to your fees the following must also be included. Your answers will be
carefully assessed by the evaluation team. Responses should be submitted as a separate
attachment clearly indicating as to which section it refers to. Where a page/word limit is
stated, this must be strictly followed.
1. Method Statement – provide a written method statement with details on how you
intend to deliver the service. Your method statement should make reference to the
specification where applicable. This shall include but not be limited to;
a. Demonstration of your understanding of the requirement, setting out an
approach to all aspects of the requirement and specifying the resources to
be used.
b. Outline project plan and your approach to managing the project
timescales.
c. Confirmation of your approach to all relevant Health and Safety aspects.
d. A summary of quality assurance procedures.
e. Sub-Contracting arrangements and auditing procedures.
6
DECLARATION OF BONA FIDE TENDER
Scheme Title
xxxxxx
Scheme Reference
xxxxxx
Dear Sir/Madam
The essence of competitive Tendering is that the University of Leeds shall receive bona fide
competitive Tenders from all companies Tendering.
In recognition of this principle, we declare that this is a bona fide Tender, intended to be
competitive and that we have not fixed or adjusted the amount of the Tender by or under or
in accordance with any agreement or arrangement with any other person.
We further declare that we have not done and we undertake that we will not do any of the
following acts:
(a)
communicate with a person, other than the person calling for this Tender or the
University of Leeds Purchasing Office, the amount or approximate amount of the
proposed Tender.
(b)
enter into any agreement or arrangement with any other person that he shall refrain
from Tendering or as to the amount of any Tender to be submitted.
(c)
offer to pay or give, or agree to pay or give, any sum of money or valuable
consideration directly or indirectly to any person for doing or having done or causing
or having caused to be done in relation to any other Tender or proposed Tender for
the requirement any act or thing of the sort described above.
In this declaration the word "persons" includes any person and any body or association,
corporate or incorporate. The words "agreement or arrangement" include any such
transaction, formal or informal, whether legally binding or not.
Signed
Name
Designation
Date
For and on behalf of
7
OFFER OF AGREEMENT
Scheme Title
xxxxxx
Scheme Reference
xxxxxx
Dear Sir/Madam
Having examined all the documents listed below and, subject to and upon the terms and
conditions contained in the said documents, I/We offer to supply the Goods and/or Services
to the University of Leeds at the rates/prices detailed in the Price Schedule enclosed.
I/We agree that this Tender and any Agreement and subsequent contract which may result
from it shall be based upon the documents listed below and bearing the contract reference
shown at the bottom of this Tender.
1
Invitation to Tender
2
Specification and Price Schedule
3
General Conditions of Contract
I/We agree that any other terms or conditions of contract or any general reservations which
may be printed on any correspondence emanating from us/me in connection with this
Tender or with any contract resulting from this Tender, shall not be applicable to the
Agreement or subsequent contract.
I/We agree that any contract that may result from this Tender shall be subject to the law of
England and Wales as interpreted in an English Court.
The prices quoted in this Tender are valid and open to acceptance by you for a period of 90
days from the Tender return date specified in your Invitation to Tender.
Signed
Name
Designation
Date
For and on behalf of
8
NON-COMPLIANCE STATEMENT
NOTE TO TENDERER:
Detail below all matters (Technical, Commercial or Contractual) in which your Tender
response does not comply with the requirements laid down in the Invitation to Tender
documentation. Sequentially number each point in the first column for ease of reference. If
required, take copies of this blank form for additional points of non-compliance. Cross
reference to any supporting information provided separately.
Signed
Name
Designation
Date
For and on behalf of
Section
No. in
Tender
Matter not complied with in Tender
Extent of non-compliance,
alternatives offered & effect on the
tender requirement.
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