Find out more about works standard form contracts and goods and services standard form contracts. If your procurement is complex or high risk, get advice from your procurement governance unit. If you need a new contract or changes made to standard form contracts, the new contract must be:.
Read more about works contracting requirements and goods and services requirements. Other items you may need to consider when writing a contract are insurance provisions and intellectual property. Check for consistency across all documents.
Then check with your procurement governance unit to see if your documents need formal approval. The more complex the procurement, the more likely you are to need formal approval. Read more about works tender documents and goods and services tender documents. Skip to main content. Home Buyers guide to procurement How to prepare your documents. How to prepare your documents Learn how to develop a specification, evaluation criteria, evaluation model, tender schedule and contract for your procurement.
Develop the specification Specifications explain what suppliers need to do during the procurement process. Specifications can be: functional, focussing on what the procurement needs to achieve performance, with associated targets technical, with information on specific characteristics like the size and type of materials Your specifications should: provide clear needs identify industry standards only when necessary help suppliers understand the criteria give the criteria appropriate weightings so their importance is understood How to write a specification for goods and services Your specification needs to be clear and simple.
When preparing a specification, it helps to know the: customer, user and stakeholder needs market information risks of your procurement evaluation criteria relevant policy, standards and supplier charters or codes of conduct Writing construction specifications Understanding the needs of your procurement helps to describe specifications. You should include: a project brief performance standards technical standards all work covered by the contract a description of the work or services to be delivered For construction works this may include technical drawings showing the location and position of the infrastructure and material required.
These criteria address: capability capacity value for money integrity An evaluation plan helps you in assessing the offers made by suppliers, including their capability and capacity to deliver. Types of evaluation criteria There are several types of criteria in evaluation plans. Including criteria that: help you reach the procurement goal assess the performance of suppliers judge value for money address government policies How to create an evaluation plan Good planning streamlines the process of selecting suppliers and ensures the integrity of the process.
Your evaluation plan should: reflect the complexity of your procurement address any conflicts of interest evaluate suppliers using the same criteria and weighting define the roles of probity advisors and auditors and any other advisory groups document the decision-making process Criteria included in your evaluation plan cover general criteria, and criteria specific to your purchase.
Some common approaches to assessing criteria include: a simple score, if all the criteria are equally important a weighted attribute, if the criteria have different levels of importance using a target price, if the scope of work is hard to define or budget is the main issue a pass or fail, for any criteria that are mandatory choosing the lowest price, if the procurement is simple and cost is the priority Mandatory criteria could be any of the general or project-specific criteria, or additional criteria.
Select an evaluation panel The evaluation panel judges the submissions received against the set criteria. Make sure each panel member: understands the skills, knowledge and expertise needed for the project can be available during the entire evaluation process does not have any conflicts of interest You may also use experts to consult to your team. They don't have to be panel members. Develop the tender schedule Tender response schedules are the forms suppliers complete when they bid to supply goods, works or services.
Following policy During your planning, you should have determined whether your potential suppliers need to follow: the social procurement framework the major projects skills guarantee the Victorian industry participation policy Depending on what you buy, suppliers may need to outline how they plan to meet these policies in their tender responses. Create the contract Contracts describe the commercial relationship between the buyer and the supplier.
Your contract should include the following information: needs and obligations schedules and forms performance targets and procurement goals terms and conditions a record of all commitments and negotiated agreements The contract process is similar when buying goods, works and services but there are a few differences.
The differences are: goods and services encourages you to use modelled clauses construction generally uses mandatory forms of contract Refer to your procurement governance unit for advice on who needs to approve your contract. If you do not have a library of documented examples and references to use in tenders and quotations, Executive Compass will help you create one, based around your business and your clients, to help you win maximum points from your PQQ and tender submissions.
If you feel you cannot provide suitable examples and references, it may not be the correct contract for you to bid for, which is a decision to make early on in the tender process. If there is a pre-qualification questionnaire PQQ stage of the public contracts bidding process, part of the process will require you to submit any certifications which are a requirement for the contract and this acts as a first stage.
However, if there is no pre-qualification questionnaire , but just a tender document i. CQC, CHAS and Constructionline , are all examples of requirements that can be included in a tender specification and guide questions in the narrative responses.
Check the tender specification and evaluation criteria carefully for any requirements before you begin the tender writing process and before you tender for work. Once you have submitted your tender bid to the contracting authority, they will review your financial and quality elements against the marking criteria, and alongside the submissions of your competitors to short list. Whatever the outcome of your submission, you should request feedback to use as continuous improvement or to identify why you have lost marks.
Typically, the authority will produce a scorecard of all the tender responses, so you can see where you have ranked in the evaluation process. If there are certain topics that you have scored highly in your contracts awarded, save these responses in a bid library to help guide future tender processes.
If you require assistance with any of the above, our team of expert bid writers are on hand to help and offer advice at any stage of the tendering process, including after the evaluation process.
Request a callback with a member of our Bid Team or contact us by telephone on , direct to mobile or via email info executivecompass. Please leave this field empty. View all Contract Notices. Dan: Six months at Executive Compass.
View full blog. Analyse all the cost and pricing factors of the contract. Don't ignore fixed costs such as wages for staff who could be working on something else. Consider the possibility that certain information filed in connection to a tender could be subject to disclosure under the Act respecting access to documents held by public bodies and the protection of personal information. Contract management - show you have the resources to do the work in a cost-effective way to meet the client's needs, hit deadlines and respond flexibly to changing situations.
Show you've thought about - and can manage - potential financial, commercial and legal risks that could cause contract failure. Give details of your team. Emphasise strengths - CVs should highlight successes with similar projects as well as qualifications and experience.
Who gathers information and does research? Who co-ordinates all the material you need? Who writes the drafts? Who checks them? How will the rest of your firm's work get done? Keep sentences and paragraphs short, punchy and businesslike. Use bullet points and headings to break up text. Decide on a typeface, layout and type size - not too small - and stick to them. Make sure everything is standardised.
Are CVs all presented in the same way? Be careful when cutting and pasting copy to make sure the format stays the same. Make sure you've developed a logical argument and that everything hangs together. Read everything again. Then get a colleague to read it - for meaning, typing mistakes and omissions.
Use appendices for supporting additional information. Produce a front cover with the project title, date, name of the organisation requesting the tender, and that of your own firm. Include a contents page. Number paragraphs and provide a contents page so material can be easily located. Consider getting it printed and bound professionally. Share on:.
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