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 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.