Tenders - Tips and Information

Useful information if you are applying for one of our contracts

What will the Invitation To Tender (ITT) pack contain?

It will normally contain:

• A covering letter.
• Instructions - Including the Closing date, return method, evaluation criteria and contact details in case you have questions.
• Tender Questionnaire.
• Specification - Our requirements, which must be read carefully and met.
• Contract Conditions - The terms under which we wish to do business. These should be read carefully, since we only contract under our terms and conditions.
  
  

  Goods Contracts under the value of 50k (see attachment right)
  Goods Contracts over the value of 50k (see attachment right)
  Services Contracts under the value of 50k (see attachment right)
  Services Contracts over the value of 50k (see attachment right)
  
  Note: The following standard Terms & Conditions of contract are referred to on Solihull MBC orders (see attachment right)

• Other relevant information

What is a Tender Questionnaire?

A tender questionnaire is used to get information on your company's financial/economic position and technical capability. It often asks for the date the company was formed, your experience in this area, references, and details of your company's finances.

We will normally ask for the last 3 years of audited accounts and annual reports. If you do not have audited accounts you can still apply, although the risks will be carefully considered.

How to ensure your bid is considered:

• Read the advert and all the tender documentation carefully.
• Contact us if you have any queries regarding it.
• Provide all the information requested.
• Make sure you answer all questions accurately.
• Return the information by the closing date.

Sometimes we need further information about your tender. If this is the case, we will let you know, and you must provide us with the information by the deadline we set.

General Tips

• Keep an eye out for adverts see Advertising Locations.
• Provide all the information needed.
• Ensure you price the tender as requested - so we can compare tenders easily.
• Put your best price in - negotiation may not be an option.
• Ensure your submission reaches us by the deadline, to the correct address and using the correct method (e.g. post, email, etc). Get proof of posting.
• Tell us where you can add value to the Council.
• Ensure you can provide the goods, services or works to the standards specified.
• Provide us with a named account manager and contact details (telephone, mobile and email) for key staff.
• Provide us with an escalation path to Director level.

You must not

• Make persistent phone calls regarding your application.
• Leave it until the last minute to post the application.
• Place identifying marks on your tender envelope.
• Ask for meetings to discuss your application - as this is against the regulations.
• Expect us to vary our Contract Terms and Conditions.
• Assume an "off the shelf" tender response will get you a contract.

If you are not awarded the contract

If you are unsuccessful, please feel free to contact us for feedback.

Anchor Point:contactContact Details

For more information on Contracts, please phone the Corporate Procurement Service

Telephone: 0121 704 6089

Email: procurementteam@solihull.gov.uk