How to submit an Expression Of Interest for a recently published Tender? Download this Expression Of Interest (EOI) Tender Letter now and get your polished EOI Letter that will impress your readers!
This Expression Of Interest Tender Letter template has ways to grab your readers’ attention. Every other essential piece of your document is covered, and specific general instructions are given in order to let you apply the tender successfully.
After downloading this EOI Letter and filling in the blanks, you can customize every detail and appearance of your personal EOI and finish faster. Please note, that this is a general letter, and its content has to be personalized to the tender. The main points associated with this process and processes may be different. Also, EOI’s can also apply to "Tender" or "High-value Quotations".
The following steps have to be taken:
Step 1; Find and review the tender advertisement
The company publishes all tenders in the local government section of local newspapers and one other local publication. Tenders are also advertised on the government website and advertised on several websites.
Step 2; Obtain a copy of the tender or EOI request.
Tender documents can be downloaded at several websites.
Step 3; Decide whether or not you are suitable for the project
Read the tender document very carefully and familiarise yourself with the conditions of tendering, the advertised selection criteria, the specifications, and the conditions of the contract, especially the clauses dealing with delivery and price variations, before deciding whether you are suitable or not.
Step 4; Understanding the contract and conditions of the tender
If you are unsure about the proposed contract, either discuss it with the contact officer nominated in the tender advertisement or have the tender reviewed by your legal representative.
Step 5; Completing your EOI letter and forms
Ensure you are able to comply with all requirements and start writing the Expression of Interest Letter. This EOI letter template is a good start and already covers the most important elements you need to describe. After you have downloaded this EOI and filled out all the necessary fields, you must make sure you answered each of the criteria and supplied the required number of copies of your submission. You are then ready to lodge your tender documents.
These records are generally open to the public. However, tenders received are treated in confidence during the evaluation and reporting stages (see Steps 9 to 10), and subsequently retained on Tender File. They may at some time be the subject of an application to inspect. Tenderers who require any information provided with a tender to be kept permanently confidential, should advise this in writing and give reasons, e.g. to protect a commercial interest or intellectual property.
Step 6; Tender Period
The company will offer the same tender documents to all those who respond to an invitation to tender. The tender period is usually for three weeks. During the tender period, you may wish to seek further information or clarification from the contact officer. If advice, verbal or in writing, is given to a respondent clarifying the meaning of the tender documentation, the same information will be issued to all other respondents. The company will maintain a written record of all advice given. The company may invite prospective tenderers to a pre-tender meeting to provide further information and to respond to questions raised. The minutes of this meeting will be distributed to those who attend the meeting, or who have registered their interest with Company.
Step 7; Lodging your tender documents
Tenders must be placed in a specific location, and no later than the closing time on the closing date. There are however some reasons that late tenders may be accepted – as described in the Local Government Act and Regulation. Mostly LATE submissions cannot be accepted.
What Happens Next?
Step 8; Opening of tenders
The company’s tender opening panel will open all tenders received by the due date and time, in the Company’s Reception area located at Company Chambers. The panel will list the tenders received in alphabetical order, and the list will be displayed in the Reception area for public viewing.
Step 9; Evaluation of Tenders
Every submission will be reviewed by a tender evaluation panel. While other criteria may be used which are more specific to each tender, the following are examples of commonly used criteria in an assessment:
- operational capability
- technical and methodological assessment
- financial capacity to undertake tender
- duration or time requirements
- occupational health and safety assessment
- environmental and sustainability considerations
The tender evaluation panel will examine all tenders for compliance with the conditions of tendering, including completion of all the relevant tender forms.
Each tender submission is read in detail and its strengths and weaknesses are assessed and recorded. The submissions are then scored against the advertised criteria and ranked.
(optional Post-tender interviews)
The tender evaluation panel may invite you to a post-tender interview to seek further details of your capability to carry out the works. Following the interview, the panel may review the scores and ranking of tenderers.
Step 10; Recommendation to Company
The panel will prepare a report to the Finance Department or Committee with a recommendation either to accept no tenders, with reasons given or to enter into a contract with one tenderer or a number of tenderers. The Committee’s resolution will then go as a recommendation to the full Company.
If your tender is successful you will be advised in writing and contract documentation may be required to be completed.
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