Contract Procedure Rules - Opening Tenders, Late Tenders and Acceptance
8. OPENING TENDERS
8.1 Tenders shall be opened and recorded at one time and by not less than two officers designated for that purpose.
8.2 Tenders submitted in hard copy must be opened by the same officers and at the same time as documents received via any e – tendering system.
8.3 In respect of tenders with a value in excess of £50,000, any Member of the Council who so wishes may be present at the opening. Internal Audit also has the right to attend any tender opening.
9. LATE TENDERS
9.1 Where a tender is submitted in competition and is received after the specified time then it shall be disqualified. Any such tender should be returned promptly to the tenderer who should be notified accordingly. The tender envelope may be opened to ascertain the name and address of the tenderer concerned.
10. ACCEPTANCE
10.1 Contracts shall be evaluated and awarded in accordance with the evaluation criteria issued with the tender documentation. Only those tenders that comply with the evaluation criteria shall be considered for acceptance. Tenders must be accepted on the basis of “most economically advantageous” tender.
10.2 A tenderer who submits a qualified or conditional tender shall be given the opportunity to withdraw the qualification or condition without amendment to the tender. If the tenderer fails to do so the tender must be rejected.
10.3 Prior to final contract award, the contractor must provide evidence of adequate insurance to cover both public and employers’ liability, and produce such evidence during the life of the contract at the reasonable request of the authorised officer.
10.4 For all procurements covered by the EU Directives, a statutory minimum period of 10 calendar days standstill time after the award decision is issued is required to allow companies an opportunity to challenge the decision.
The notification of the award decision, based on the most economically advantageous tender, should contain;
- the award criteria;
- the score the tenderer obtained against those award criteria;
- the score the winning tenderer obtained;
- the name of the winning tenderer.
10.5 All contracts must be notified to the Procure to Pay Manager, including performance monitoring information.
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