Tender Evaluation/Approval

Tender Evaluation/Approval

Description

The requester has initiated a procurement process in line with their Procurement Plan. This document aims to advise on how to receive tenders, undertake the tender evaluation process and seek approvals internally. 

Consultants

1. ITT issued via email, Box or In-Tend
2. ITT returns received via email, cloud storage platform or In-Tend
3. ITT evaluated by the Imperial Project Manager and supporting teams. Scored in line with the "Tender Evaluations Matrix"
4. ITT evaluation scores reviewed/moderated by the Category Manager
5. ITT tender report produced and submitted for approval
6. ITT tender report approval confirmed
7. Tender Award Notification
8. Tender Feedback Process
9. Contract implementation and execution

Contractors

1. ITT issued via email, Box or In-Tend
2. ITT returns received via email, cloud storage platform or In-Tend
3. ITT evaluated by the Project Team inc. Quantity Surveyor and supporting teams. Scored in line with "Tender Evaluations Matrix"
4. ITT evaluation scores reviewed/moderated by the Category Manager
5. ITT tender report produced and submitted for approval
6. ITT tender report approval confirmed
7. Tender Award Notification
8. Tender Feedback Process
9. Contract implementation and execution

Engagement

• End User Client to support the tender evaluation process
• Category Manager (Abad Zalal - a.zalal@imperial.ac.uk) to lead/support the tender evaluation process (where required)
• Sustainability Programme Manager to support the tender evaluation process
• Insurance Manager to support the insurance programme for the project being facilitated
• Engineering Team to support the tender evaluation process (where required)
• H&S/Fire/BSA Teams to support the tender evaluation process (where required)
• Responsible Director of Department to support the tender evaluation prcoess and approve the tender report

Forms & Links

• Detailed Fees Comparison Template: Detailed - Fees & Commercial Evaluation - TEMPLATE
• Streamlined Fees Comparison Template: Detailed - Fees & Commercial Evaluation - TEMPLATE
• Tender Evaluation Matrix Template: Tender Evaluation Matrix - TEMPLATE
• Tender Report (Consultants/Minor Works) Template (Where the tender report involves a major construction/refurbishment main contractor tender, then it is recommended to utilise the Project Quantity Surveyor's bespoke tender report template): Tender Report - TEMPLATE
• Procurement Process Flowchart: Procurement Process Map - Separated in Tabs
• Tender Feedback Templates: 4. Tender Feedback Templates

Approvals & Compliance Review 

The Tender Report must be approved by the requestor, CM and DoD as a minimum. All Tender Report documents to be issued via Box Sign for formal sign-off.

Repeated Subsequent RIBA Stages 

Tender evaluations of proposals can occur at various stages.