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ORKNEY ISLANDS COUNCIL TENDER OPENING FORM The Officer responsible for the management of the procurement exercise must complete the details in the table below and forward the form to the relevant member s of staff. Contract Title Reference Estimated Contract/Framework Agreement value Date Invited Name of Tenderers Invited Date Due Price Tendered ex VAT Date Time Opened complete where applicable Late Tender Date of return to supplier No Tender to be stated where no tender submitted Tenders opened...in the presence of Signatures Names BLOCK CAPS Date Number of Tenders Received August 2010 1. PROCEDURE FOR RECEIPT OF LATE TENDERS 2. In order to comply with the Council s Contract Standing Orders late tenders will be refused. The following procedure will apply to late tenders a Tenders that are received after the date and time specified on the Tender Opening Form for whatever reason must be held separately and remain unopened and the b The unopened tender will be returned by the Head of...Procurement to the supplier Procurement will also inform the tenderer in writing that their tender has not been accepted with the reason s for its non-acceptance c Late tenders must all be treated equally with regards to their refusal.. The Tender Receipt Board will open and witness receipt of the tenders. The Tender Receipt Board will undertake the following tasks in respect of each tender exercise a After the date and time of tender opening stated on the form open only the tenders received by...the date and time publically intimated each tender individually and simultaneously maintain a record of the opening and ensure that there is only one opening does not proceed until the Head of Procurement s advice has been received and recorded b Date stamp and sign the Form of Tender and Pricing Schedule received for each tenderer c Check each tender to ensure all material information is contained in the submission and that there are no matters of none compliance with the tender arising d If...matters of non compliance arise the tender opening does not proceed until the Head of Procurement s advice has been received and recorded Note if a tender is incomplete completed in pencil faxed or emailed it may be disqualified - the tender opening does not proceed until the Head of Procurement s advice has been received and recorded. e If the tender is disqualified the Head of Procurement will inform the tenderer in writing that the tender has been disqualified and the reason for...disqualification f On the assumption that the tenders are received on the date and by the time publically stated and are compliant with the tender requirements the Tender Receipt Board in the presence of the Elected member shall complete the template attached to create a record of received returned and late tenders g Pass the witnessed opened tenders to the Officer responsible for the management of the procurement exercise together with the completed Tender Opening Form and retain the completed...Tender Opening Form on file for audit purposes.

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Understanding the Tender Form

What is the tender form?

The tender form is a formal document used by organizations when soliciting bids from contractors or suppliers. It outlines the scope of work, project specifications, and legal requirements. By completing a tender form, potential suppliers provide their qualifications, proposed costs, and timelines for project completion.

Key features of the tender form

Tender forms typically include critical sections that ensure clarity and compliance. Key features often comprise: - Project details, including objectives and budget - Required qualifications for bidders - Submission deadlines and formats - Evaluation criteria for assessing submissions - Legal and contractual obligations.

When to use the tender form

Organizations should use the tender form when they require competitive bids for projects, purchases, or services. It is particularly useful in public sector contracts or large-scale private projects, ensuring transparency and fairness in the selection process. Additionally, it is suitable for circumstances where clear communication of expectations is critical.

How to fill the tender form

Filling out a tender form involves several key steps: 1. Read the instructions carefully to understand requirements. 2. Gather all necessary information, including company details, experience, and pricing. 3. Complete each section of the form clearly and accurately, ensuring to follow the specified format. 4. Review the form for completeness before submission.

Best practices for accurate completion

To ensure your tender form is completed accurately, consider the following best practices: - Double-check all information for accuracy and relevance. - Provide clear and concise responses to all questions. - Ensure that all required documents are attached. - Adhere strictly to submission deadlines to avoid disqualification.

Common errors and troubleshooting

Common mistakes when completing a tender form include: - Incomplete responses or missing information - Failure to follow submission guidelines or deadlines - Providing inaccurate pricing or project timelines To troubleshoot, review the completed form against the requirements, and if possible, have another person verify the information before submission.