Information for Suppliers Invited to Tender
The deadline for submitting a Pre Qualification Questionnaire for HLF's current procurement of a new Register of Support Services was 13 May 2008 - the procurement is now closed to new applications. This web page is for suppliers who have been invited to tender.
Questions
Your Invitation to Tender document includes all the information needed to complete and submit your tender. Should you have any questions, they should be directed to the Register of Support Services (ROSS) email account ross@hlf.org.uk Responses that are relevant to all suppliers will be summarised and posted on this webpage.
The deadline for submitting questions is 12.00 noon, 4 August and new responses will not be posted on this web page after 12.00 noon, 10 August.
Alterations to the Tender Documents
The National Heritage Memorial Fund has reserved the right to change the tender documents at any time prior to the deadline for the receipt of tenders. Any such alterations will be posted on this web page.
Return of Tenders
Tenders must be returned by 12.00 noon, 18 August - as directed in your Invitation to Tender document.
Updates to Invitation to Tender Documents
Procurement 3092 - Lead Monitors and Procurement 3093 - Mentors, Expert Advisors, Associate Monitors
Update - 6 August 2008
Q: Once the procurement is complete, how much notice will supplier's be given before starting a job?
A: HLF will generally commission expert advice to be delivered within 3 weeks; mentors and monitors/ associate monitors would generally be needed to start work within 4 weeks at most
Q: How will individuals be commissioned for a job - for example, if a supplier is putting forward a number of named individuals in their tender?
A: HLF will appoint named individuals to the Register under a contract with the supplier who submitted the tender; the HLF case officer will approach the individual they wish to carry out the work and the individual should notify the supplier of the commission. The supplier is ultimately responsible for the work, including invoicing.
Induction requirements (27 June 2008)
Individuals will not be eligible to take up commissions under the new framework until they have attended an induction session (maximum 1 day) to be held between November 2008 and January 2009 at UK locations to be determined. HLF will pay reasonable travel expenses not exceeding 35p per mile, standard rail fare and non-business class air fare. HLF will also pay up to £115 for an overnight stay if required and with prior approval from HLF, to include dinner, bed and breakfast.
Tender Assessment
In order to ensure equal treatment, we can only take into account the information presented within your tender submission - we will not be able to refer back to your PQQ's in the scoring process. Whilst you are required to provide details of any work you may have previously undertaken with HLF, we will not be able to take any account of your perfomance in this work, which will often not be known to those assessing the tender.
Equality Monitoring
We are fully committed to the promotion of equality and diversity within our organisation and would be grateful if you would help us to review our process of Support Services tendering. Please ask each individual named in your tender to complete an equality monitoring form (attached)– and return one copy of each of the completed forms with your tender submission. Completion is entirely voluntary and the forms will be immediately separated from your tender and will not be used as part of the tendering process.
Procurement 3093 - Mentors, Expert Advisors, Associate Monitors
Update - 6 August 2008
Clarification regarding how many named individuals can be included in a tender for procurement 3093.
Each tender may name a maximum of 6 people per role (mentor, expert adviser, associate monitor) This allows a maximum of 18 named individuals per 3093 tender.
Clarification regarding charges (27 June 2008)
ITT Annex A. "Instructions to Bidders", point 3. "Tender Charges"
3.2 should read "In addition to the Charge (per day) HLF will pay reasonable travel expenses not exceeding 35p per mile, standard rail fare and non-business class air fare. HLF will also pay up to £115 for an overnight stay if required and with prior approval from HLF, to include dinner, bed and breakfast."