A3.3. Aggregation of Tenders/ Tender Coverage
3.3.1. It is the policy of the HSE to move to a situation where the level of aggregation of purchasing is increased consistent with full compliance with EU Procurement requirements and achievement of Value for Money.
3.3.2. These regulations require that pending the completion of the change process outlined above the following “Procedure for Tender/Contract Approval (issued in March 2005) will apply:
3.3.3. This pre tender procurement Aggregation process (Tender/Contract Approval procedure)
applies to proposed tender process with an estimated contract value in excess of the high values ( currently €25k) defined in the procurement policy
o Need to Commence tender process Identified
o Refer details of proposed contract to HSE Procurement using template.
Information required;
a) Name of proposed contract b) Scope of Proposed contract
c) Estimated start date (date of award) d) Value of proposed contract
e) Contract details
o Following assessment a decision on the appropriate action to be taken will be issued. o HSE reference number will be assigned to all future tender processes.
o Following completion of the tender process a copy of the Contract Approval Request (CAR)
should be forwarded to HSE procurement (see template in appendices). The CAR will be used for formal contract approval and to update the HSE register of contracts.
o This procedure will provide the basis for an efficient streamlining of contracts at sector
level. It will also accelerate compliance with EU procurement Rules on aggregation of expenditure.
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TOPIC 3 ; Tendering Process, General Requirements - More information
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A3.4. Tender Addressee - Receipt and Handling of Tenders
3.4.1. A – Below EU Threshold
Tender should be addressed to the relevant HSE Line Manager (or his/her nominee) one who must have expenditure authority equal to the estimated value of the contract or otherwise approved by Assistant National Director of Portfolio & Category Management. (see Table 2: Purchase Order/Contract Approval-Financial Limits by Grade,)
3.4.2. B – Above EU Threshold
Tender must be addressed to the Assistant National Director of Portfolio & Category Management/Nominee
3.4.3. Minimum time to be allowed for receipt of quotes / tenders
The provisions set out in Table 1 on page 51must be complied with as a minimum.
3.4.4. Tenders received late
The process of receiving, opening and recording tenders must be conducted in a manner that ensures the integrity of the tendering process.
Late tenders have the potential to:
(i.) Bring into question the integrity of the tendering process especially where the ‘late tender’ is received after bids have been opened.
(ii.) Disadvantage other tenderers by affording the ‘late tenderer’ additional time to prepare a
bid.
and accordingly cannot be considered.
(iii.) The tender delivery instructions must be clear to all prospective tenderers at the
invitation to tender stage and the tender receipt arrangements are to be made as fail- safe as possible.
(iv.) Tenders are to be opened as soon as possible after the closing date by at least two authorised officers of the HSE. Tenderers’ price sheets are to be date-stamped and signed by each authorised officer.
3.4.5. Tender Deposit
(v.) Any tender deposit charged must be limited to the estimated marginal cost associated
with reproducing the tender documents and getting them to each extra potential tenderer (i.e. printing/photocopying plus postage/courier etc).
(vi.) Tender deposits should be repaid upon receipt of a valid tender by due date.
A3.5. Custody and Opening of Tenders
3.5.1. Above the € 25,000 threshold sealed tenders are required and these must:
(i.) Be numbered sequentially and stamped for date and time upon receipt.
(ii.) Be held securely in a locked container or room and unopened until due for opening after
(iii.) Be opened by a minimum of two staff one who must have expenditure authority equal to estimate value of contract or otherwise approved by Assistant National Director of Portfolio & Category Management. (see Table 2: Purchase Order/Contract Approval- Financial Limits by Grade,)
(iv.) Every tender must be initialled and dated by the staff opening it. Each page of price
sheets should be signed and dated stamped.
(v.) Be recorded in a register kept for that purpose detailing:
Date and time received
Date, time and by whom (to include Grade/Title) opened
Confirmation that tender was not previously opened
Name of tenderer
Overall price quoted where applicable
Specific ‘lots’ tendered for where relevant
Date and person handed over to for tender evaluation.
(vi.) Be held safely until handed over for evaluation
3.5.2. Where a tender has been submitted with a covering letter attached the details of the tender must be checked against the letter. Any discrepancies must be notified to the tenderer.
3.5.3. Any additional requirements of EU procedures must be fully complied with.
A3.6. All potential suppliers must have equal access to information
3.6.1. All potential suppliers must be informed in a consistent way as to any criteria that may be used to evaluate their quotes or tenders.
3.6.2. It is essential that any information, or clarification, provided to one supplier, is provided in the same format and at the same time to all potential suppliers regardless of whether they have requested it or not.
3.6.3. HSE staff must not give any real or perceived advantage to any potential supplier. 3.6.4. Documents to be made available to potential tenderers on request;
(i.) Specification of goods, services or works
(ii.) Pre-qualification criteria and forms for completion where appropriate
(iii.) Tender document (to be filled in by tenderers)
(iv.) HSE Conditions of Contract (to be signed by tenderers to indicate acceptance).
(v.) Any other relevant information.