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6.9.1 Advertising tenders Where
public tender is invited appropriate advertisements will be
inserted in the daily newspapers setting out concise and accurate
details of the items required.
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6.9.2 Conflict of interest A staff
member who is engaged in the evaluation of tenders and is
associated in any way with a potential supplier of goods or
services or buyer in the disposal of goods, must declare such
an interest to the Tender Board before the commencement of
proceedings.
As a general rule staff associated in any way with a potential
supplier or buyer will be precluded from taking part in the
decision making process for that tender.
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6.9.3 University specifications 6.9.3.1
Standard specifications will be adopted to govern quality
when inviting tenders for routine university requirements.
6.9.3.2 Where standard specifications are not available,
specifications, if necessary, will be prepared by the originator
or other officer concerned and be based on the minimum acceptable
standard of performance required. Layout plans will be provided,
or requested from tenderers, where appropriate.
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6.9.4 Closing date for lodgement of tenders
6.9.4.1 The officer inviting tenders
will decide the date on which tenders shall close and will
clearly indicate on the tender form that the closing time
shall be 2.00 pm on that day.
6.9.4.2 When assessing the closing date, all likely
suppliers will be given ample time to complete and lodge
tenders.
6.9.4.3 Requests from tenderers for an extension
to the tender closing date/time are to be investigated and
if justified, the extension will be granted to all tenderers
at the same time.
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6.9.5 Receipt of tenders 6.9.5.1
The tender box is located in the Reception area of the Buildings
and Property Division. The box has been fitted with two locks
requiring the use of different keys for each lock.
6.9.5.2 The Assets and Insurance Officer (or nominee)
holds one key to the tender box, and the other key is held
by the Executive Officer, Buildings and Property Division
(or nominee). At no time shall either officer hold both
keys to the box.
6.9.5.3 Duplicate keys are held in a sealed envelope
in the safe in the Buildings and Property Division.
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6.9.6 Opening of tenders 6.9.6.1
The tender box, and tenders shall be opened as soon as practicable
after 2.00 pm on the closing date by the two key custodians
(or nominees).
6.9.6.2 As each tender is opened it will be given
a serial number which will be recorded in the Register of
tenders by one of the key custodians (or nominees). The
total number of pages of each tender will be entered in
the register as well as on the front page of the tender.
6.9.6.3 The Register of tenders will be dated and
signed by the officers responsible for opening tenders immediately
below the last tender recorded on each occasion.
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6.9.7 Late tenders Late tenders
will not be accepted unless it can be shown that the tender
was mishandled by the university or an official postal or
telecommunication authority or where it is considered there
is no possibility that the late tenderer could have knowledge
of other tenders submitted.
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6.9.8 Schedule of tenders to facilitate comparison
6.9.8.1 The purpose of a Schedule
of Tenders is to provide a complete and concise appreciation
of tenders or quotations received.
6.9.8.2 The layout of the Schedule should be simple,
consistent and facilitate a ready comparison of the salient
features of the tenders received.
6.9.8.3 Before submitting the schedule of tenders
for adjudication, the officer inviting tenders shall ensure
that all tenders are scheduled, that all necessary information
has been reflected correctly and that units of supply are
expressed in standard quantities to facilitate ready comparison
of tenders.
6.9.8.4 The Schedule of Tenders together with the
original tenders is to be referred to the Tender Board/adjudicator
(See 6.9.10) together with recommendations covering the
following points:
- whether each tender complies with the specifications;
- which is the lowest suitable tender and the full reasons
why any lower tenders are unsuitable;
- technical advantages and disadvantages of other acceptable
tenders where preferred to the lowest suitable tender;
- if applicable, the standard and extent of service facilities
available, and details of accessories and spare parts
necessary for procurement;
- any other relevant technical matter related to supply,
delivery, or installation of the items required which
could assist in the consideration of tenders; and
- unsuitable service or quality of goods supplied previously
by tenderers.
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6.9.9 Evaluation of tenders 6.9.9.1
All tenders received shall be submitted to the Tender Board/adjudicator
for evaluation.
6.9.9.2 Adjudication of tenders will be undertaken
by the Tender Board or budget holder who has the authority
to incur the expenditure which is the subject of the tender
process.
6.9.9.3 Where the Tender Board/adjudicator does
not recommend acceptance of the lowest or lower tender received,
the full reasons shall be endorsed on the schedules.
6.9.9.4 The Tender Board/adjudicator may reject
or defer consideration of all tenders received and direct
the officer inviting tenders to re-invite tenders if necessary.
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6.9.10 Acceptance of tenders 6.9.10.1
Adjudication of tenders will be undertaken in accordance with
the delegations authorised by the Resources Committee, (see
7.1 Financial delegations).
6.9.10.2 When all tenders received have been considered
the Tender Board/adjudicator shall endorse the recommendation
for acceptance on the schedule.
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6.9.11 Notification of acceptance of tenders
Immediately a tender has been accepted the successful
firm shall be notified by means of a standard form or by the
raising of a purchase order for one-off purchases.
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6.9.12 Notification of unsuccessful tenderers
6.9.12.1 The officer inviting tenders
shall notify unsuccessful tenderers, in writing, as soon as
practicable after tenders have been decided.
6.9.12.2 The advice of non-acceptance may contain
the name of the successful firm but details of the accepted
prices will not be included.
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6.9.13 Disclosure of information regarding tenders
and contracts 6.9.13.1 From the
time tenders are opened until acceptance, no information on
prices or other detail submitted by tenderers shall be divulged
by any officer to persons outside the university.
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6.9.14 Reporting of tender processes
Tender adjudications determined by the Tender Board will
be reported to the Resources Committee at the next following
meeting.
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6.9.15 Exemption from tender/quotation process
6.9.15.1 The Executive Director
of Administration may certify that in certain instances it
is not necessary to use tender procedures. Requests for exemption
must be made in writing and must clearly state the reason(s)
for seeking such exemption.
6.9.15.2 The Executive Director of Administration
may certify that in certain instances it is unnecessary
to obtain quotations. Submissions shall clearly state the
reason(s) for seeking such exemption.
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