OJEU Best Practice Guidance Note \u2013 Feb 2019

OJEU Best Practice Guidance Note – Feb 2019

2.3 Stipulate that responses, if permitted to be completed in the tenderers own in-house format or layout, should mirror the order of the PQQ/ITT document for your ease of reference when reviewing and evaluation.

2.4 Questions should be relevant to the specific scope/discipline/project, to ensure that tenderers are clear of the role required.

2.5 Ensure that marks available for a question are relative to the page/word limits set. And that the limits are appropriate for the level of information required to be given.

2.6 Specify a naming convention to be used by tenderers when uploading responses, to assist you to easily identify important information. You can request for quality and commercial aspects of the tender return to be uploaded and submitted separately, for ease of distribution if being reviewed and evaluation by different individuals.

2.7 If undertaking interviews to form part of the overall quality score, do not invite tenderers to interview who have already lost the opportunity based on their price score alone.

3. Price

3.1 At ITT stage, for a better idea of tenderers understanding of the contract, provide an example/scenario case study and request they price against it, resource it and explain how they would deliver it.

3.2 ALWAYS provide a pricing schedule with the tender pack. This ensures returns are comparable and reduces ambiguity/queries/evaluation time. Stipulate schedules should be returned in an excel format specifically, to assist you at the evaluation stage.

3.3 Consider the reality of project types (e.g. land-led, S106, regeneration, refurbishment) and pricing bands (based on your likely minimum project size). Allow tenderers to price that band – minimum and maximum fee levels within a band (e.g. x% for a £10m project and x% for a £15m project). You then have a sliding scale to avoid, for example, a higher fee on a £9.995m scheme than on a £10.005m scheme.

3.4 Each project is different, so standard fee percentages may not always apply. For example, on an abnormal programme or where the land/build split is unusual. Therefore, ask for a resource breakdown, based on programme build cost, etc. so you can see if its realistic and you will receive a quality service. If the fee is too low, service may suffer at some point.

3.5 When asking for a price at your highest band for any project type e.g. £20m+, set a maximum number that allow you to more fairly assess – some may price this on a £25m project, others a £50m project and fee % may vary substantially.

Please note: The above should be checked with your legal team to ensure compliance with all relevant regulations.

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