Tendering Process

Tendering Process

Public sector procurement is often seen as complex. The information below answers some of the common questions and queries.

How do I find out about supplier opportunities?

All our tenders for goods, services and minor works are advertised on the Public Contracts Scotland website. 

Is the Glasgow Life looking for the cheapest tender?

Glasgow Life does not evaluate its tenders purely on price as we are looking for the best balance of quality and price.

Tenderers and their tenders will be evaluated on a whole variety of factors, including but not limited to:

financial viability
quality
competence
experience
technical capability
delivery 
corporate social responsibility (CSR)
innovation
communication

What happens if I can't get my tender in on time?

Tenders must be returned by the date advertised. Any received after the deadline will not be considered. All tender documents are opened at the same time to ensure a fair process.

How are tenders evaluated?

Glasgow Life must make every effort to ensure that their suppliers will provide value for money, and that services will be delivered effectively so within our evaluation criteria, cost and quality are balanced to meet our needs and reflected in the tender weightings.

Details of the specific evaluation criteria and the relative weighting of the criteria are included in the tender documents that suppliers receive with the invitation to tender (ITT).

At any time during the tender process suppliers may be invited to give a presentation/product demonstration or attend a meeting/interview to aid the evaluation process. Glasgow Life may also conduct site visits to see first-hand how potential suppliers organise their work.

Why is the tender process so formal?

To make sure honesty and integrity are maintained throughout the process and that they are handled in a consistently fair and competitive manner.
As part of the tender process Glasgow Life is happy to answer questions specifically about a tender and specification which can be submitted via the tender portal. 

Can procurement timescales be shortened where notices and contract documentation are transmitted electronically? 

Where notices are compiled and transmitted electronically, timescales for the open procedure receipt of bids and the restricted, competitive dialogue and negotiated (with a contract notice) procedures request to participate may be shortened by 7 days.

A reduction of 5 days to the time limit for receipt of bids in the open and restricted procedures can also be made where unrestricted electronic access to all contract documentation is provided and access details have been provided in the contract notice.

In all cases consideration should be given to the complexity of the contract and appropriate timescales should be made for suppliers to prepare and submit their response.

How much information do I need to provide on contract award criteria? 

The contract notice will state the award is based on the most economically advantageous bid. The contract notice or the contract documents or, in the case of the competitive dialogue the descriptive document accompanying the contract notice, will state the relative weightings given to each of the award criteria.

Is it possible to specify a particular brand of product? 

Brands can only be specified in exceptional circumstances when it is not feasible to specify the requirement in technical or performance terms. Reference to the brand will be always be accompanied by the words 'or equivalent'.

I understand there is greater scope for negotiation under the new Public Sector Directives. Is this true? 

The principles governing use of the negotiated procedure have not changed and the scope for clarification of bids under the open and restricted procedures remains. However, the competitive dialogue procedure enables dialogue with selected bidders for the purpose of refining the specification and contractual terms and conditions.

It is intended to be used for complex contracts where it is not feasible to optimise the specification or define contract terms and conditions without feedback from potential bidders. The dialogue can embrace all aspects of the specification, including technical issues, and financial and legal structure.

Are there any circumstances in which bidders must be excluded? 
Bidders convicted by final judgement of money laundering, fraud, corruption or participation in a criminal organisation must be excluded. The Office of Government and Commerce (OGC) are working with the Home Office to clarify how purchasers will obtain information on relevant criminal convictions.


                     

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