Terms and Conditions.
Each organisation should have its own specific Terms and Conditions (T&Cs), tailored to its needs and the nature of each procurement. Legal and procurement teams play a key role in determining the appropriate T&Cs. Framework agreements and their call-off contracts, and model public sector contracts, provide predefined T&Cs that can in part be configured to suit local needs.
Effective quotation and tendering processes.
Using platforms like Sell2Wales, particularly the Quick Quote feature, is recommended for securing quotation bids. It's important to provide clarifications to all bidders equally to ensure fairness and transparency.
Governing quotation and tender responses.
All procurements should be managed in accordance with your organisation's governance policies. This includes the use of specific templates for evaluation and the formal recording of responses.
Contract award communication.
The awarding of contracts must be communicated in writing, both to the successful and unsuccessful bidders. This process includes providing feedback to bidders who request it. Be mindful that, for above threshold procurements, processes such as award communication are governed by the regulations.
Transition to contract award
After notifying all relevant parties of the procurement outcome, your intention to award and moving beyond the ‘standstill’ period where required, a formal contract will be entered into. This stage involves ensuring all necessary documentation and feedback have been provided, and mobilising for commencement of contract.
5 things to know
What to think about first
This stage of the procurement journey will typically include:
- Developing and finalising your procurement pack;
- Advertising the opportunity;
- Engaging with suppliers;
- Applying exclusions and selection criteria;
- Evaluating tenders;
- Awarding, signing and publishing contracts; and
- Notifying bidders of the procurement outcome.
CIPS Procurement and Supply Cycle
The ‘Procurement and Supply Cycle’ developed by the Chartered Institute of Procurement and Supply (CIPS) includes 13 steps to guide you through the procurement process for goods and services.
You will have already completed activities that are consistent with steps 1 to 6 during the ‘Plan’ and ‘Define’ stages of the procurement journey.
The following steps from the CIPS ‘Procurement and Supply Cycle’ relate most closely to the ‘Procure’ stage of the procurement journey:
- Issue Tender Documents;
- Bid and Tender Evaluation and Validation; and
- Contract Award and Implementation.
The quality of your research, engagement, analysis and preparations at the ‘Plan’ and ‘Define’ stages, will pay dividends when it comes to procurement
- Preparing clear document packs focused on addressing CO2e in supply chains, is expected to yield high-quality responses from suppliers who understand and align with the Wellbeing Goals. The responses should clearly indicate how suppliers can contribute to these objectives. Such preparation helps the tender team to effectively evaluate bids, identifying those that best meet the requirements for reducing CO2e in supply chains. This approach sets the stage for successful contract execution, centring on net zero and broader wellbeing impacts.
- When awarding contracts, providing constructive feedback to unsuccessful bidders is crucial. The regulations state specifically what should be included within ‘intention to award’ letters. Such feedback enhances the quality of goods and services in the Welsh public sector… and an improved quality of goods and services might encompass innovative ways of reducing CO2e emissions; supporting the circular economy by maximising resource use and minimising waste; and fostering resilient local economies – emphasising good employment and community wealth-building. This approach is integral to the foundational economy.