The following documents are available in 'Downloads':

• Standard Terms and Conditions for Good and Services (Purchase Orders and Quotations)
• Contract Terms and Conditions - goods
• Contract Terms and Conditions - services
• Tender and Quotation Monitoring Form
• Business Continuity Clause
• ITT (Invitation to Tender) template Part 1 - Restricted Procedure (updated June 11)
• ITT (Invitation to Tender) template Part 2 - Restricted Procedure (updated June 11)
• ITT (Invitation to Tender) template Part 1 - Open Procedure (updated June 11)
• ITT (Invitation to Tender) template Part 2 - Open Procedure (updated June 11)
• Invitation to Quote template (updated June 11) 
• PQQ template - model pre-qualification questionnaire (updated June 11) 
• PQQ - Guidance Notes 
• Template letters for successful and unsuccessful bidders for Quotation, PQQ and Tender stages (updated June 11)
• Risk Log
• PQQ Assessment matrix (updated June 11)
• Invitation to Tender evaluation matrix  - Restricted Procedure (updated June 11)
• Invitation to Tender evaluation matrix  - Open Procedure (updated June 11)
• Quotation Evaluation Matrix (updated June 11)

Please note: all the Council templates and model documents may be adapted to suit the particular procurement process. 

How to use these documents

Many of these documents will have text in square brackets [example] or in red. This indicates where the text in the document needs to be selected (in the case of a choice of text), amended or have text inserted.

These model contracts and documents can be used as a basis for procurement exercises for services and goods. However, in many cases they will need to be tailored to meet the specific services and goods being procured by the incorporation of special conditions and / or specifications. Advice on this is available from the Strategic Procurement Team. If more complex changes are required to model contracts, Legal Services should be consulted.

Tender and Quotation Monitoring Form: the Council's Corporate Procurement Strategy places emphasis on Socially Responsible Procurement. This is designed to take account of the impact of the Council's procurement activity on social (including equality), environmental and economic issues in the district. To monitor this, a form has been produced that must be included in all tenders and requests for quotes. The form has been incorporated into the model tender pack and the model quote form, and is also available as a separate document.

The business continuity clause should be included as a special provision in tenders and contracts where the nature of the service or goods supplied is important to the delivery of Council services, and would result in serious service disruption for the Council should the supplier suffer a breakdown, major failure or local crisis. Examples would be ICT systems, services for vulnerable children, etc.

The unsuccessful letter template text must be used to inform all unsuccessful bidders. There is guidance within the template to ensure that it is completed correctly. This text should be copied in to your service letterhead template and must be send electronically to bidders. The successful letter for quotations must only be used to award business following a quotation process (up to £75k).