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Docking Station
The Docking Station is a one-stop shop for use by local authorities who are undergoing tendering and contracting procedures.
It’s a full suite of ‘off-the-shelf’ documents that local authorities often need to use – from the start of the tendering process through to the awarding of contracts – and beyond.
These ‘blue-prints for buying’, co-ordinated by the NWIEP Standards Group, should make the tendering and contracting process easier, simpler and more efficient.
All documents in The Docking Station have been through a multi-authority drafting process and have also been checked and validated against preset criteria.
They can be adopted in their entirety or extracts can be used, where appropriate. Bear in mind, that should an extract be used, it is done in the knowledge that the documents have been developed as an entirety. To extract at random may have risk implications.
How do you deliver the good news – and break the bad? This section of The Docking Station contains the documents you will need. It contains minimum versions of the letters that include the basic details necessary to meet legal requirements as well also more informative, detailed versions.
- Covering note for the tender award and rejection letters (updated 26.10.2007)
- Intention to award contract letter (minimum version)(updated 26.10.2007)
- Intention to award contract letter (full version) (updated 26.10.2007)
- Award of contract letter (minimum version) (updated 26.10.2007)
- Rejected, shortlisted letter (minimum version) (updated 26.10.2007)
- Rejected, shortlisted letter (full version) (updated 26.10.2007)
- Rejected, not shortlisted letter (minimum version) (updated 26.10.2007)
- Rejected, not shortlisted letter (full version) (updated 26.10.2007)
- Rejected at PQQ Stage Letter (minimum version)(updated 07.01.2008)
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Overview of contract award requirements (updated 26.10.2007)
Tendering can be a complicated process. This set of documents sets out the basic framework under which a tender, and subsequent contract, should be conducted.
- Model contract procedure rules (updated 26.10.2007)
- Model contract procedure rules - guidance document (updated 26.10.2007)
Equality and Diversity
It’s essential that the tendering process fully complies with equality and diversity legislation. This section provides appropriate guidance and documentation to ensure all these requirements are met.
- Integrating equality and diversity into procurement - guidance for procurement officers (updated 13.11.2007)
- Integrating equality and diversity into procurement - guidance for contractors and suppliers (updated 13.11.2007)
- Integrating equality and diversity into procurement – templates for contractors (updated 13.11.2007)
- Integrating equality and diversity into procurement – frequently asked questions(updated 13.11.2007)
Financial Thresholds
Setting appropriate financial thresholds on tenders is vital. This section provides guidance to ensure that suitable – and sensible – thresholds are set within the tender.
- Financial thresholds guidance (updated 26.10.2007)
Pre-qualification Documentation
Getting this part of the process right is the key to ultimately selecting a quality supplier and product. There’s a range of excellent documents in this section of The Docking Station that cover all the angles.
- Pre-qualification questionnaire(updated 20.02.2008)
- Pre-qualification questionnaire - additional wording and questionnaires(updated 20.02.2008)
- Pre-qualification and selection stage - instructions to applicants and details of contract(updated 20.02.2008)
- Pre-qualification questionnaire - evaluation panel member guidance(updated 20.02.2008)
- Pre-qualification questionnaire - evaluation matrix - applicant - EXCEL version(updated 20.02.2008)
- Pre-qualification questionnaire - evaluation matrix - applicant - WORD version(updated 20.02.2008)
- Pre-qualification questionnaire - evaluation matrix - overall - EXCEL version(updated 20.02.2008)
- Pre-qualification questionnaire - evaluation matrix - overall - WORD version(updated 20.02.2008)
- Organisations guide(updated 20.02.2008)
The meat in the sandwich of effective procurement! Top-class tender documents will narrow the margin for error during the contractor selection process. This section contains everything you’ll need from the basic invitation to tender document to guidance for tender evaluation.
- Invitation to tender - instructions and details of contract(updated 20.02.2008)
- Invitation to tender for contract(updated 26.10.2007)
- Invitation to tender - additional clauses(updated 20.02.2008)
- ITT schedule 1 - specification(updated 20.02.2008)
- ITT schedule 2 - part 1 contract particulars; part 2 standard terms and conditions (goods or services); part 3 special terms and conditions(updated 20.02.2008)
- ITT schedule 3 - form of tender(updated 20.02.2008)
- ITT appendix to form of tender - pricing schedule(updated 20.02.2008)
- ITT schedule 4 - Certificate of non-collusion and non-canvassing(updated 20.02.2008)
- ITT schedule 5 - intention to tender form(updated 20.02.2008)
- ITT schedule 6 - contract rebate form(updated 20.02.2008)
- Community benefit clauses(updated 20.02.2008)
- Guidance for evaluation team on tender evaluation matrices(updated 20.02.2008)
- ITT evaluation matrix - tenderer - EXCEL version(updated 20.02.2008)
- ITT evaluation matrix - tenderer - WORD version(updated 20.02.2008)
- ITT evaluation matrix - overall - EXCEL version(updated 20.02.2008)
- ITT evaluation matrix - overall - WORD version(updated 20.02.2008)
The devil’s in the detail! Without appropriate and effective terms and conditions, contracts can fail spectacularly. This section contains the documentation needed to ensure that this doesn’t happen.
- Standard terms and conditions of contract for the purchase of goods(updated 20.02.2008)
- Standard terms and conditions of contract for the purchase of services(updated 20.02.2008)
- Standard terms and conditions - ITT(part 2) (updated 26.10.2007)
- Special terms and conditions - general(updated 20.02.2008)
- Special conditions for the purchase of IT hardward and software (with no installation or other services)(updated 26.10.2007)
- Special conditions for the purchase of software and IT services with associated hardware (updated 26.10.2007)
- Contract particulars(updated 20.02.2008)
General Documentation
This suite of helpful, informative documents supplements the key sections of The Docking Station to increase knowledge and widen expertise.
- Harmonisation of contracts - suppliers guide(updated 26.10.2007)
- Pensions consideration on outsourcing (Eversheds)(updated 26.10.2007)
- Guidance on the inclusion of community benefit considerations in procurement and example clauses (updated 26.10.2007)
- Sustainable Procurement Policy(added 11.02.2008)
- SELNET Procurement Ready SME Toolkit(added 11.02.2008)
4Ps Corporate and Transactional Services Procurement Pack
The 4Ps have produced a complementary set of guidance and documentation to assist in the procurement of business process and support. This will be available via the docking station soon.
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If you have any queries regarding the Docking Station please contact us.