Frequently asked questions about tenders and contracts
How much time can I expect to spend on preparing
a proposal?
It is difficult to say, as so much depends on
the complexity of the council’s requirement for each specific
contract.
What is going to win me the
contract?
You can win a contract by your ability to
deliver the needs and expectations of the council. The evaluation
criteria are the keys to your success. These will be published with
the specification and will show you how proposals are going to be
evaluated, along with the relative weightings of each award
criteria.
Are evaluation criteria other than
those identified in the specification used?
No. The evaluation panel can only evaluate
your proposal in accordance with the criteria and weightings
provided.
Can
I sub-contract? How should this be addressed in the proposal?
Yes, as long as no conflict of interest is
created by your doing so. The specification usually asks you to
identify all sub-contractors in your tender and state that you are
willing to take responsibility for work performed by the
sub-contractor(s). The tender /contract document clearly states
your responsibility as the principle contractor regarding
sub-contractors.
Can we get together with another company to
submit a joint proposal?
Yes, as long as the proposal makes it clear
that one of you is going to take overall responsibility for the
work done and as long as there is a legal entity with whom the
council can enter into a contract. Again, this is only permitted
where no conflict of interest is created.
I’ve done lots of work for
the council before, surely I don’t have to describe my company’s
experience in detail, the way I would to a new client?
Yes, you do. Each tender must stand alone and
will be assessed on its merits.
How much detail should I include in my
proposal?
Evaluation of tenders is not a matter of
checking boxes to indicate that a criterion has been addressed or
not. The council wants to know how you will do it.
Proposal preparation is costly
– can I be reimbursed for my expenses?
No, we are not able to pay for the preparation
of tenders.
Can I send in my proposal by fax?
No, unless the tender document states
otherwise.
How important are the noted closing date
and time?
Absolutely crucial.
How are proposals evaluated?
The first thing the team does is make sure
each tenderer has submitted all the information required and that
the tender is not irregular. Then the evaluation panel will look to
see if the tenderer has addressed all of the criteria.
Points are given to indicate how each tenderer
performs against each of the criteria, balancing price and quality
where appropriate. This will be done by each evaluation team member
giving a number and the recorder writing down the average of the
marks, or it can be done by consensus. Either way, the proposal is
discussed in detail and opinions are exchanged as to the extent to
which each criterion is met.
Other things to consider
- Don’t underestimate the evaluation team. People evaluating the
tenders are knowledgeable in their fields.
- Use your tender to suggest solutions, not simply repeat what
the specification says and refrain from using jargon.
- All contracts are governed by the council’s terms and
conditions.
- Get your tender in on time – late proposals cannot be accepted,
unless a corporate director deems there to be a reasonable reason
why the tender should be accepted.
- Errors – try to get it right first time. This will save our
time and yours.
- Make your tender easy to read, be concise but give sufficient
detail to allow a full objective evaluation and provide all the
requested information.
- Before you submit your proposal, make sure everything described
under 'Evaluation Criteria' is either provided or addressed.
If I have concerns with the fairness of the
process who should I tell?
If you have concerns with the process you
should start by talking with the contact person shown in the tender
document.