Date XXXXXX
Dear Sir/Madam
Invitation to Offer for the Supply of XXXXXXXXXXXXXXXXXXX
Tender Reference: RDZ-(P/S/M/SLA delete as appropriate)/00XX/XX
Period of contract: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Official Journal of the European Communities Reference: XXXXXXXX
Offers are invited, for the above products/services and will be subject to the:
(i) terms of this letter
(ii) Terms of Offer (Document No 2)
(iii) Conditions of Contract (Document No 3)
(iv) Supplementary Conditions of Contract (Document No 4),
(v) Specification (Document No 5).
NHS Trusts within Dorset, Salisbury and Solent Supplies, as detailed within the invitation to tender documentation, shall be entitled to fully utilise contracts arising from this exercise unless limitations are specified and agreed upon with the successful contractor(s).
With prior negotiation with the successful offeror, the Trust reserves the right to introduce additional NHS organisations to purchase from this contract.
The Royal Bournemouth and Christchurch Hospitals NHS Foundation Trust does not bind itself to accept the lowest offer, nor any offer, and reserves the right to accept an offer either in whole or in part, each item being for this purpose treated as offered separately. The Trust reserves the right to award contracts for the supply of the product described above and arising out of this procurement process, to more than one supplier.
Offers must be in English, not amended in any way, and must be submitted via the Trust’s e-Tendering system, Tactica, by the deadline as specified on Tactica. When submitting the offer please ensure that you submit both “un-priced” and “priced” versions and that the offers clearly state the offer version:
Electronic data provided should be in Microsoft Word or Microsoft Excel, preferably the 2003 versions (if unable to provide in this format please contact the undersigned), and shall be submitted via Tactica by the deadline as specified on Tactica. Catalogues, if requested, shall be submitted via Tactica. Under no circumstances must a response be sent by email or hard copy as this will result in your offered response being disqualified.
This invitation comprises the following documents:
· Document 1 Invitation to Offer
· Document 2 Terms of Offer
· Document 3 Conditions of Contract
· Document 4 Supplementary Conditions of Contract
· Document 4a Conditions for on site supplier visits (if required)
· Document 5 Specification
· Document 5a Award Criteria
· Document 5b Award Weightings
· Document 5c Benchtop Evaluation Form (if applicable)
· Document 5d Product Evaluation Form
· Document 6 Offer Schedule (Service/Products); (or Pricing Manager on Tactica)
· Document 6a Contact Schedule
· Document 7 Form of Offer
· Document 8 Deed of Guarantee (if required)
· Document 9 NHS Confidentiality Agreement (if required)
· Appendix 1 Checklist
· Appendix 2 Quality Assurance Questionnaire (if required)
· Appendix 3 Pre Purchase Questionnaire (if required)
· Appendix 4 Electrical Works Brief (if required)
We must draw your attention to the enclosed Terms of Offer, Document 2, where all the requirements for completing and submitting an offer can be found. Failure to comply with these instructions may result in your offer being rejected.
The Offeror is advised to read all documentation very carefully to ensure they are familiar with the nature and extent of the obligations to be accepted by them if their Offer is successful.
Please note that the responsibility for ensuring an offer is submitted on time via Tactica lies with the Offeror and the Trust will not accept any responsibility or liability for or arising from late or non-receipt of offers. If you experience difficulties in submitting your offer via Tactica, please contact the undersigned or the Tactica Helpdesk (01278 425846) immediately, prior to the deadline on Tactica.
Should any documents be missing, from the list above on, Tactica please contact the undersigned immediately.
As part of this exercise we intend to carry out product evaluations (amend as required), hold presentations on [insert date] (venue to be confirmed) (amend as required) and Post Offer Clarification meetings on [insert date] (venue to be confirmed) (amend as required). I would like to request at this point you are able to make yourself or an appropriate colleague available should you be short-listed through to this part of the process.
PLEASE NOTE: PRODUCT EVALUATIONS ARE EXTEMELY IMPORTANT TO THE SUCCESS OF THIS TENDER PROCESS. THEY MUST BE EXECUTED IN A TIMELY FASHION AND THEREFORE ANY SUPPLIER THAT IS SEEN TO BE UNREASONABLY DELAYING THE PROCESS MAY BE DISQUALIFIED (amend as required)
Yours sincerely
BWPC Catherine Boot
catherine.boot@nbt.nhs.uk