Prepare Documents
This stage is about preparing the quotation documents to tell potential suppliers what your requirements are. These documents need to include information that will help suppliers decide whether they wish to bid or not.
-
1
Every organisation will have its own Terms and Conditions (T&C's)
These will be unique to your organisation and will differ depending on what is being ordered Your procurement and legal departments will know what T&C's to use and whether clauses need to be added or removed.
-
2
Sell2Wales can help you get the right quotation bids
You should use the Quick Quote facility on Sell2Wales wherever possible when seeking quotation bids. If your organisation does not use Quick Quote, you can also seek quotes in writing or by e-mail.
-
3
Any clarifications need to be openly available to all bidders
If you have issued any clarifications, you should communicate all questions, answers and clarifications in writing to all bidders. This ensures that all bidders are treated fairly and in an open and transparent manner.
-
4
You need to set a time limit for quotation responses
These should reflect the complexity of the requirement and be sufficient for the supplier to make a considered response. For procurements valued below £25,000 this could be two to three weeks.
-
5
You can extend deadlines, but this should be the exception not the norm
In exceptional circumstances, you may choose to consider extending the deadline for receipt of quotations. Remember to communicate any deadline extensions to all potential suppliers.
5 things to know
Getting started
What to think about first
Your Invitation to Quote (ITQ) documents must, as a minimum, include the following:
- Invitation to Quote Letter
This is a covering letter asking suppliers to bid. The ITQ is an example showing the type of information you can include.
- Brief
This is the document that includes your requirements for the procurement exercise. The brief is an example template showing the type of information you can include. It is important to include your evaluation criteria – including weightings.
- Response templates
Your response template is the documents the supplier to complete and return in relation to any specific technical criteria requested and/or price schedules.
- Your organisation’s terms and conditions (T&C’s) of contract
These will be unique to your organisation and will differ depending on what is being ordered e.g. T&C’s for services will differ from T&C’s for goods. Many organisations hold T&C templates for your use. You should gain approval from your procurement and legal departments on what T&C’s to use and whether clauses need to be added or removed.
- Any Other Information
You should include any information that may affect the supplier’s quote in your ITQ document.
The content of the above templates should be changed to suit your individual requirements.
You must make sure that your documents make reference to the UK General Data Protection Regulation (GDPR) .
Before you continue you should make sure you have:
- Evaluation criteria and weightings agreed and included in the brief document, prior to ITQ publication
- Sign off from your procurement team, technical expert and senior management on evaluation criteria and all ITQ documents.
- Names and availability of those who will support the answer of suppliers technical or commercial questions.
- Names and availability of those who will evaluate technical or commercial responses.
Issuing Quotation Clarifications or Further Information
Suppliers may ask questions about the published ITQ document. As a result, you may wish to issue further information or provide further clarification not contained within the original document.
In Sell2Wales Quick Quote, you can add any additional information/documents and you can answer Questions through the Q&A system, which can be accessed by all invited suppliers. Alternatively, you can provide clarifications or further information in writing or by e-mail.
If you have issued any clarifications, you should communicate all questions, answers and clarifications in writing to all bidders. This makes sure all bidders are treated fairly and in an open and transparent manner.
Care should be taken to remove all commercially sensitive information in this process e.g. names of potential suppliers, etc.
Invitation to Quote Timescales
The time limit for quotation responses should reflect the complexity of the requirement and be sufficient for the supplier to make a considered response. For procurements valued below £25,000 this could be two to three weeks.
You should keep to your original timescales as included in your Brief document. In exceptional circumstances, you may choose to consider extending the deadline for receipt of quotations.
An example may be that you have had to issue a clarification/further information to all suppliers. As a result of this clarification, the suppliers now need more time to work on their quotation document, to be able to respond adequately.
Please remember to communicate any deadline extensions to all potential suppliers. It is advised that you consult with your local procurement team for further guidance.
Net Zero
When preparing your documents, you should bring together all the information on net zero having already prepared your brief and identified potential suppliers.
This should include the broader goals and ways of working contained in the Well-being of Future Generations (Wales) Act 2015, and the Wales Procurement Policy Statement principles.
It’s important to clearly and consistently describe how you plan to address CO2e in supply chains through your procurement.
This will help potential suppliers:
- to better understand the wellbeing goals and impact you’re aiming to achieve;
- to better understand how they can contribute to achieving this; and
- to prepare a high quality response to the ITQ.
