Numbers Invited to Tender

The public authorities choose between the "open" procedure and the "restricted" procedure depending on the immediate circumstances, the existing markets, or their own in-house routines.

Under the restricted procedure the numbers invited to tender may be between 5 and 20 candidates. This ensures that true and fair competition is maintained.

Many authorities choose between 5 and 10 candidates as a matter of routine.

Criteria used in Awarding Contracts

It should be noted that where "open" or "restricted" procedures are used, neither public authorities nor utilities may negotiate the terms of a contract.

They may of course wish to clarify details in the supplier's tender, carry out an interview process or correct obvious errors in tenders should they arise.

  • Once a particular contract award procedure has been initiated, then the procedure must be followed right up to the contract award stage. Alternatively the process should be cancelled and a new procedure initiated.

  • The criteria for contract award should always be stated in advance of tendering. The criteria should be included in the advertisement or in the contract documents supplied to the tenderers.

  • The contract award criteria may consist of either:
  1. lowest priced tender, or
  2. the most economically advantageous tender

The terms of the selected criteria chosen for the contract in question should be laid out in descending order of importance.

Award criteria would include: price, delivery, technical merit, quality, and other criteria.

The criteria for contract award must be advised in advance, either in the advertisement or tender documentation.

Only valid tenders may be considered. Valid tenders are those which meet the requirements of the tender documentation and the specification.

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