Issue and receipt of requests for quotation/tender

Having prepared the appropriate documentation - Request for Quotation (RFQ) or Request for Tender (RFT), how and when that documentation will be issued will depend on the process being followed and how the potential bidders have or will be identified, i.e. was the requirement publicly advertised.

1.  Requirement not advertised
   
   This is most likely where there is a low value requirement, and you are:

   • Using a quotation procedure. Carrying out a lower value tender under your institution’s internal procedures and you are permitted to select the tenderers (without advertising), or:

   • Conducting a mini competition under an existing framework

   
   Here it is important that:

   • The documentation is issued to all the potential bidders at the same time and in the same manner i.e. electronically or in hard copy. This it to ensure fairness of treatment

   • The bidders are given clear instructions on where, when and to whom their bids are to be submitted

2. Requirement is advertised

   When the requirement has been advertised you will issue the documentation in response to applications from interested parties. The documentation should be made available for download from your eSender or links within the tender notice published on the Find a Tender Service for potential suppliers to access.

Record keeping

It is important to maintain a record of: to whom and when the documentation was issued. This not only provides an audit trail of the process you have followed but also demonstrates in the event of a very low bid submission rate, that you did endeavour to create an appropriate level of competition for the requirement.

Note: where there is a very low response to a tender or quotation it could be that your specification is:

• Not sufficiently clear

• Is too restrictive, or:

• Perhaps is locking out alternative suppliers

If it is the latter, you need to ensure that the specification does not leave your institution open to challenge on the grounds of an unfair or biased specification.

_{School / MAT members - the information on this page aligns with the following ISBL Professional Standards: 3.33, 3.34, 3.35, 3.36}