Content
Tender - Award and Debrief
This page is an extract from the full topic guidance on Tender – Award and Debrief [66KB PDF]. It details any Constraints associated with tender award and debrief, provides a summary of the Authoritative Guidance and lists any essential reading, further reading or associated documents.
If you have any queries on this topic, please contact the Sponsor by email: DGDC CS-2C-1.
The European Community (EC) Public Procurement Regulations apply to Ministry of Defence (MOD)
contracts unless the nature of the work qualifies for an exemption. Reference
must be made to the EC Public Procurement Regulations topic for detailed
guidance on the mandatory procedures to be followed.
Specific tendering procedures apply to United States of America (USA) procurements and reference must
be made to the Procurement From The USA topic for detailed guidance.
The communication of the acceptance of a tender by MOD will create a
legally binding contract and must be undertaken only by the commercial officer
holding the appropriate Commercial Licence.
Tenders not accepted, including
those judged as unrealistically low prices, should be declined as soon as possible in a
courteous, conciliatory and constructive manner. In some cases it may be better
that the decision is communicated verbally at an appropriate senior level before
the formal decline letter is despatched.
Where MOD has eliminated a tenderer through down selection procedures the
tenderer should be given an explanation in headline terms only with no
supporting detail. The latter can only be provided after tender award.
It is MOD policy to debrief unsuccessful tenderers on request. As a
general rule it should not be undertaken before the contract has been awarded
and all unsuccessful tenderers informed. Detailed guidance on debriefing is
provided under Authoritative Guidance.
On requirements valued below 10M (Value Added Tax (VAT) inclusive) MOD will on request,
reveal to the successful tenderer the 'approximate' margin between his price and
the price tendered by the runner-up. For requirements valued above 10M (VAT
inclusive) the authority of the appropriate Director Commercial must be obtained
first. Apart from the price differential no other information is to be given to
the successful tenderer.
Associated Documents
Annex A - Draft Tender Decline Letters For Over and Under £5M [28KB PDF]
Essential Reading
EC Public Procurement Regulations topic
Procurement From The USA topic
Advertising topic
Tender - Preparation topic (for more detailed guidance on down selection)
Prime Contracting topic
Pricing - Team Approach topic
Pricing - CAAS Estimates topic
Tender Assessment topic
Further Reading
Advertising topic
Tender - Assessment topic
