Invitation to Tender Pack (B164)

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Who can use this Invitation to Tender Pack?

Anyone – including a  developer, architect or homeowner  – who wants to get a quotation from a contractor or supplier for a  project. It can also be used to get a quote for the supply of goods or services.

What is this Invitation to Tender Pack for?

We designed it  for use when you have  need a written quotation for a project – e.g. a house extension or a new swimming pool.  It is particularly useful when you want to get more than one tender because you give all the bidders  the same information. They  have to submit their bid by the same date.

What are the main issues when preparing an invitation to tender?

Make sure that you provide enough information  – e.g. designs and an  outline (or detailed) specification.  Also give them access to the worksite. Then the tenderers/bidders will know what is involved and be able to price the work properly .

What does the Invitation to Tender Pack contain?

4 documents:

  • Invitation to Tender, this is a template letter to be sent to each supplier/contractor invited to tender.  It will state the date for receiving a priced bid for the work. It will also make it clear that the client does not have to accept any tender nor are they responsible for any expenses the bidder incurs
  • Instructions to Tenderers. There are 11 short paragraphs that set out the procedure to be followed by each tenderer with some useful information and advice
  • Form of Tender. This  has to be completed by each person bidding for the work and sent to the client by the tender return date
  • Tender Documents: We include an outline of the documents and information for you to complete. These will accompany the ITT to enable the contractors to prepare a priced tender for the work.

It will be sensible to include in the Tender  Pack a form of contract that the successful bidder will  be required to sign.  We have a number of contract templates s for building work that you may wish to use e.g: Building Contract B152,Supply & Installation Contract B154 or  our Design & Build Contract B160 .

For more information on our Invitation to Tender Pack, see the Explanatory Notes below. They will be included when you download the pack.

When I download the document, can I change it and/or use it more than once?

Yes, all ContractStore’s templates are in MS Word and you can use the Invitation to Tender Pack on more than one project. For more information, watch the video on this page of our website or see our FAQs

 

Explanatory Notes

If you are embarking on a building project of any size, it is sensible to consider having more than one contractor bidding for the project.

Our tender pack is easy to use and consists of:

• Invitation to Tender, in the form of a letter which will be sent to each contractor invited to tender.

• Instructions to Tenderers. These set out the procedure to be followed by each tenderer.

• Form of Tender. This is the document which has to be completed by each contractor who decide to bid for the work.

• Tender Documents: We include an outline of the documents and information for you to complete. These will accompany the ITT to enable the contractors to prepare a priced tender for the work.

Our documents are prepared n a basis that the ITT can either be issued by the client/developer or by the architect or some other professional on their behalf.

Each of the three core documents is quite short.

Invitation to Tender
This letter refers to the tender documents which contain details of the project and requests the recipient to confirm within five days if they propose submitting a tender. The letter also makes it clear that the Client issuing the letter is under no obligation to accept the lowest or any other tender.

Instructions to Tenderers. This document is more formal than the invitation letter and sets out the procedure and timing for submission of tenders. It also makes it clear that the documentation is confidential and should not be passed on to other people except for the purpose of submitting a tender.

The possibility of a contractor submitting an alternative tender which is not strictly in accordance with the requirements is permitted in our template.

The instructions make it clear that any tender will be treated as having taken account of the complexity of the project, the programme etc.

Form of Tender. This document has to be completed by each contractor with their price and other details including timing issues – e.g. how long they need to commence work on site from the date their tender is accepted.