Do's and Don'ts

Do...

• Do contact Corporate Procurement Unit for advice.
• Do ensure that any potential conflicts of interest are declared at the earliest opportunity.
• Do allow sufficient time to undertake the procurement exercise e.g. approximately 9 months for an above threshold tender.
• Do comply with the appropriate rules – e.g. Contract Procedure Rules (CPR).
• Do check with the appropriate funding body (if the procurement is subject to external funding) to ensure that the procurement exercise is being undertaken in a manner that complies with their requirements.
• Do advertise via Sell2Wales if the estimated value is over £25k.
• Do ensure that the specification is precise and not in excess of the requirements.
• Do provide any clarification on the quote/tender is in writing. Anonymise the question and answer and distribute to all known bidders/tenderers.
• Do ensure that the Evaluation Criteria is directly relevant to the subject of the contract i.e. use of Sustainable Development and Community Benefits.
• Do ensure that you obtain agreement from members of the tender evaluation panel before issuing invitation to quote/tender documents.
• Do ensure that quotes/tenders are evaluated on a ‘like for like’ basis.
• Do complete and retain full records for future reference and audit purposes
• Do ensure that you treat suppliers in an open, transparent and non discriminatory manner

Don't...

• Don’t avoid the aggregation rules. Ensure that you calculate the value of the Goods, Works or Service over the duration that it is required.
• Don’t skew the specification to eliminate SME’s or to discriminate against suppliers.
• Don’t change the scope of the specification once distributed.
• Don’t change the evaluation criteria during the process.
• Don’t give companies too short a notice to quote.
• Don’t enter into too much detail verbally with suppliers regarding specific questions.
• Don’t reveal prices to potential suppliers.
• Don’t breach confidentiality.
• Don’t open quotes/tenders in advance of the deadline.
• Don’t consider submissions received after the deadline.
• Don’t accept targeted gifts/hospitality.
• Don’t use suppliers’ own terms and conditions.
• Don’t undertake post-tender negotiations.