Why organise invitation documents?
Logical and consistent invitation documents:
- make it easier for participants to prepare offers
- reduces the time a participant needs to review invitation documents
- reduces the cost a participant needs to prepare its offer, as it will not specialist advice to understand the invitation
- increases transparency in procurement
Components of the invitation documents include:
- Conditions or rules of the invitation
- Specification
- Contract
- Response schedule
- Advertising and communication of the invitation:
- Forward notice, if used, see Forward notice
- Tender notice, see Invite offers
How to organise the invitation documents
Step 1: Finalise components of the invitation documents
Finalise, including obtaining approvals, for:
- Rules or conditions of invitation
- Specification
- Contract
- Response schedules
Step 2: Determine if additional documents are required
Additional documents may include:
- Multi-stage tender – including expression of interest
- Purchase under a panel arrangement
Step 3: Organise the documents
Construction
Check if standard templates are available.
The usual sequence for construction documents is:
- Part A – Conditions of tendering
- Part B – Specification
- Part C – Contract
- Part D – Response schedules
Goods and services
Check if standard templates are available.
The usual sequence for goods and services documents is:
- Part A – The Invitation
- Part A1 - About this invitation - details the procurement opportunity
- Part A2 - Specification
- Part B – Conditions of participation
- Part C – Contract
- Part D – Response schedules
Step 4: Quality check
Review the invitation documents.
Ensure that the invitation documents:
- are set out logically
- are set out in a manner consistent with other similar procurements
- does not contain superfluous information
- does not duplicate information between components of the invitation documents
- is fair and balanced – does not favour any potential participant
Step 5: Administrative approval
Seek administrative approval for the approach to market (invitation documents) from the project sponsor.
Obtain this administrative approval before approaching the market.
Consider:
Manage probity and conflicts of interest
Manage probity – consider issues raised at Probity issues by stage and task.
Conflicts of interest can arise during this task. Identify, declare, and manage these.
Address Agency rules
Consult Agency procurement team for advice on meeting:
- procurement rules and policies
- Agency specific rules and policies
Follow Agency specific rules on when to seek an approval and who can give the approval.
Follow Agency specific rules for recording decisions and storing records.
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