Invitation to tender

Invitation to Tender (ITT) is a formal, structured procedure used by entities to generate competing offers from different bidders for the provision of goods, services, or works. In the context of procurement, an ITT is often issued by organizations in the public and private sectors in the initial stages of a procurement process to solicit bids for large projects. The ITT document provides detailed information about the project requirements, criteria for the selection of the offer, and instructions on how the tender must be submitted.

Overview

The ITT is a critical document in the procurement process, designed to ensure fairness, transparency, and competitiveness. It typically includes a description of the project, the scope of work, the timeframe for completion, the criteria for evaluation of proposals, and the terms and conditions of the contract. The main objective of issuing an ITT is to attract qualified bidders who can fulfill the project requirements within the specified constraints.

Process

The process begins with the issuing organization identifying a need and preparing a detailed specification of what is required. The ITT is then published, inviting qualified suppliers to submit their bids. The publication can be done through various channels, including online procurement platforms, official gazettes, or the organization's website.

Preparation

The preparation of an ITT involves several key steps:

• Defining the project scope and objectives
• Identifying the selection criteria
• Setting the timeline for submission and project completion
• Drafting the terms and conditions of the contract

Submission

Bidders are required to submit their proposals in accordance with the instructions laid out in the ITT. This often includes a technical proposal detailing how the project requirements will be met and a financial proposal indicating the cost.

Evaluation

After the submission deadline, the bids are evaluated based on the criteria specified in the ITT. This may involve a scoring system to objectively assess each proposal. The organization may also hold negotiations with bidders to clarify proposals or negotiate terms.

Selection

The selection of the winning bid is based on the evaluation criteria, which typically include factors such as price, technical capability, and the bidder's experience. The organization then awards the contract to the bidder whose proposal is deemed most advantageous.

Legal and Ethical Considerations

The ITT process is governed by laws and regulations that vary by jurisdiction but generally aim to promote fairness, transparency, and competition. Ethical considerations also play a crucial role in ensuring that the process is conducted without bias or favoritism.