Typical Tender Process

The University of Wolverhampton conduct a fair, open, transparent Tender process enabling all suppliers have the opportunity to bid for contracts. These are either by: 

Competitive Quotes

As per our Procurement Thresholds low value/less critical requirements (<£100k) are procured via a quotation process. 

Competitive Tenders

For higher value, more critical requirements (>£100k) a formal tendering process takes place.  Where an existing Framework does not fit our requirements, the University will conduct the competition in the open marketplace.  The stages in a typical OJEU Restricted Tender Process are below.  (Please note,  the stages are different for other OJEU Processes).

Stage 1 - Selection stage

The University of Wolverhampton needs to be satisfied that its suppliers are financially robust, sufficiently insured and hold the relevant qualifications/accreditations, in addition to having suitable experience and capacity to perform the contract.  These requirements are assessed through pre-qualifying question. The Pre-Qualification Questionnaire (PQQ) review is made up of Qualification Pass/Fail Questions and Weighted Marked Questions. Pass/Fail requirements are built from the standard Crown Commercial Services (CCS) question set for Goods/Services requirements or PAS91 and ConstructionLine for Works. If the Works value is below the thresholds for OJEU tender advertising, ConstructionLine registration will be mandatory.

 All Tenderers must achieve a Pass for each requirement in the Qualification element in order for their submitted Weighted Marked Questions to be evaluated. Once bids have been evaluated as per the Award Criteria stated in the PQQ Documentation, bidders are either taken forward to the next stage or notified that they have been unsuccessful. Those who are unsuccessful are given information surrounding the reason for the decision to support their future tender opportunities. New legislation mandates that all Procurement documentation must be available to Tenderers at the Qualification stage so the documentation will have been shared at the initial stages and Tenders can make an informed judgement whether to express an interest and complete the PQQ.

 (NB: If the procedure used is ‘Open’ Stage 1 and Stage 2 is combined with Stage 1 only including Pass/Fail requirements)

Stage 2 - Award stage

Successful suppliers will then start the Invitation to Tender (ITT) stage. The ITT will assess how suppliers meet the needs of the requirement with their proposed solution and how much the service, goods or works will cost. Where applicable, 'evidence' will be requested as part of the award section to confirm the capability of the supplier. The ITT documentation will detail the Award Criteria in terms of informing suppliers how their bid will be evaluated and which parts are most important to the bid. 

Stage 3 - Evaluations

Suppliers’ responses will be evaluated in accordance with the Award Criteria detailed in the ITT Documentation. An appropriate Stakeholder Panel evaluate the technical responses independently and apply the score in accordance with the Award Criteria including a robust justification for each score awarded.  Procurement conduct an internal evaluation consolidation meeting to review the scores and justifications with the Panel and agree a consensus score for the bids.

Procurement review commercials/pricing elements and clarify with Bidders, where necessary.

Once the evaluation summary has been agreed for the Technical elements the Commercials are disclosed and discussed with the Panel, thereby ensuring equal treatment to all bidders, as per the EU Treaty Principles for Public Procurement, with no discriminatory influence from costs in the evaluation process and Bidders being reviewed on their own merit of Tender response rather than the costs of the service.   As per the tender documentation, combining the Technical and quality percentages provides the results for the winning Bidders. In some cases Presentations take place as part of the Award Criteria or for clarification purposes, this will be detailed in the ITT documentation.

Stage 4 - Intention to award

Once the Award of Contract is approved internally, all suppliers who submit a bid will be notified of the evaluation outcome through the Bravo Solution portal. Notification of Award letters contain ‘debrief’ information including; the name of the winning contractor, the winning contractors score, the tenderers score and relative ranking in relation to the award criteria, and reasons for the decision including the characteristics and relative advantages of the highest scoring tenderer.

The issue of Notification of Award letters start of the mandatory standstill period for formal tenders and voluntary standstill period for sub OJEU tender.

Stage 5 - 10 day standstill period

The University of Wolverhampton will not proceed to the next stage of awarding the contract until this period has ended. During this time, Tenderers have the opportunity to request further information or a debriefs about the tender process and outcome if required. 

Stage 6 - Award of contract

If no formal challenge to the process has been received during the 10 day standstill period the contract award can go ahead. The winning contractor is sent an Award Conclusion Letter confirming the end of the standstill period and is issued with Contract documentation.

Stage 7 - Contract Management

Contractors will be monitored and managed as per the specification provided within the tender process.