Deliverable

Tasks

Date Completed

Tender Documents

Bid documents are prepared according to procurement strategy used. During the preparation of the tender documents, the following will be considered:

•  The documents will be prepared by the design team under the direction of the Technical Project Manager.

•  The best practice guidance on contract documents given in PROCODE must be referred to.

•  The Technical Project Manager and design team will recommend to the Project Director the most appropriate form of contract.

•  The drawings and specifications must be appropriate for the contract strategy.

•  The specifications must include whatever tests, samples or mock-ups may be required during the course of the work to assure quality and compliance with the specification. This is particularly important for Group 1 and 2 equipment items, which must be tested for performance, as part of the commissioning procedure, before acceptance.

•  The award criteria must be appropriate, specific to the particular project, and relevant to assessing whether tenders represent value for money. The criteria must be included in the initial advertisement and in the tender documents.

General Considerations

The following basic procedures apply to all contract procurement strategies:

• The procedures for tendering and awarding contracts and for the purchase and installation of Group 1 and the installation of Group 2 equipment.

•  Group 2, 3 and 4, equipment will be obtained using the NHSScotland Body's normal purchasing procedures.

• The Technical Project manager and the design team must integrate the procurement of both works and equipment into the overall project programme.

•  The specification and delivery dates should be established by the project team, and the purchase requisition approved by the Project director, on the advice of the Technical Project Manager.

•  Nothing may be charged against the project budget unless it has been approved by the Project Director.

The formal post-tender estimate and the mandatory completion of the SGHD Contracts and Cost Analysis Report apply only to the main works contract. PROCODE Section 1.3 Guide to Contract Procedures.

Indemnity Insurance and collateral Warranty

The requirement for Professional Indemnity Insurance (PII) and Collateral Warranties will be determined and made explicit following the recommendations of PROCODE PROCODE section 1.3 Part 23

Tenders

Tender lists must be prepared within the appropriate tender period followed by tender assessment and post tender negotiations as appropriate. PROCODE Section 1.3, Part 14.7 – 14.12.

Investment Decision – Final checks

Confirm validity of tender, execute contract, and complete SGHD Contract and Cost Analysis forms where applicable. Investment Decision entails:

•  Before the contract is awarded, the Project director, through the Technical Project Manager, must ensure that the contract documents have been brought up to date to include any agreed post-tender changes.

•  The NHSScotland Body must confirm that it is in a position to make the site available, and that the contract administrative arrangements are in place.

•  The contractor must confirm that the tender remains valid if the normal acceptance period stipulated in the contract is exceeded.

•  The Project Director must ensure that a total funding package is available to meet the approved sum, including contingency and allowances for inflation. This is particularly important where external funding or private finance is involved and could be cash limited.

Following the successful review of Gateway 3 the contract may be awarded, and the contract formally executed. Following the award of the contract the Project Director, through the Technical Project Manager as appropriate, will:

•  Notify unsuccessful bidders

•  Place a notice in the EU Journal

•  Update the Project Execution Plan

Alternate Dispute resolution

Conditions relating to Alternative Dispute Resolution (ADR) will be clearly outlined in the contractual documents following the guidance in PROCODE.