Contract Ref:
PROCUREMENT
RATIFICATION DOCUMENT
Contract title:
Contract reference:
Period of contract:
Contract start date:
Date report produced:
Author:
Date tenders issued:
Date tenders returned:
Number of tenders returned:
Annual contract value:
(state both including and excluding VAT)
Total contract value:
Savings:
(state whether cash releasing or cost avoidance etc)
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Contract Ref:
1.0
Introduction
This needs to be a short but succinct statement (one paragraph is sufficient) detailing
the reasons for the tender process. This may include any relevant background
information, which Trusts are involved, who the current contract is held with, when the
current contract expires etc.
2.0
Tender process
Details should be provided of when the OJEU advert was placed and the number of
companies that responded. If an OJEU advert was not placed, an explanation as to
why is required (e.g. it was below the OJEU limit; it is classed as a residual service)
and therefore how the suppliers were chosen.
If a PQQ or draft specification was issued, these dates need to be included as well as
the dates of any pre-tender meetings if held. This is followed by the list of companies
that the tender was sent to.
* Possible appendix to be referred to and attached – meeting notes of PQQ evaluation
meeting.
A final sentence needs to state the date the tenders were issued and returned, and
who the tenders were returned to (i.e. David Moss, Tim Cronin etc). It should also be
stated if all of the companies submitted responses and if there were some that did not,
the reason why.
3.0
Adjudication
The date of the first adjudication (if there were more than one) needs to be stated
along with the names of the adjudication panel and their job titles. This should be
followed by a bullet-pointed summary of what was discussed at the adjudication
meeting to include comparison of tender responses, scoring of evaluation criteria, if
post-tender meetings or further adjudications would be required, brief reasons for
decision to award (if applicable) and a summary of any other relevant information.
* Appendices to be referred to and attached – minutes of adjudication meeting,
financial analyses, scored evaluation criteria.
4.0
Post-tender clarification/presentation meetings or Further Adjudications
Similar information as for Section 3.0 should then be given for any subsequent
adjudications, post-tender clarification/negotiation meetings, supplier presentations
etc as well as references to the appropriate appendices if applicable (i.e. meeting
notes, updated financial analyses etc).
5.0
Recommendation to award
This needs to include a statement regarding whom the adjudication panel are
recommending the contract be awarded to and over what period. Also included will
be all the relevant costs associated with the new contract (or predicted levels of
spend), whether maintenance is included, lease payments, consumables etc. If the
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Contract Ref:
contract is awarded to more than one Trust or supplier, a breakdown needs to be
given of all costs per Trust or supplier.
6.0
Savings
Details should be included of any savings applicable to the contract and justification
for how they are being classified (i.e. cash releasing, added value etc), or reasons
why there are no savings. Savings need to be agreed with the relevant finance
manager before inclusion (their formal agreement to the figures will be them signing
the ratification report).
7.0 Inflation Control (this need to be changed if you agree something
different)
The Contract is to be a firm fixed price without variation in cost applicable to the
period. The Supplier may request annual premium for successive years (following the
firm fixed initial year of the Contract) for the Trust to consider. However this must be
done in writing 3 months before the anniversary of the Contract. The Trust will then
only consider an increase that is based on RPI or HSCI whichever is the least. With
any such request the supplier will have to demonstrate what action they have taken to
absorb any cost challenges they may face resulting in a request for an increase.
8.0 Other Benefits
8.1
General
8.2
Sustainability Implications
Where this purchase contributes to environmental sustainability please add details
here.
9.0
Risks and Interdependencies
10.0
Declaration of Interest
This is simply a sentence stating that the Declaration of Interest signed at the initial
adjudication and also the signature page of the Adjudication panel agreeing to the
recommendation to award this contract are both attached as appendices.
A list of appendices is not required to be included in the report, but this is a list of
possible appendices that may be required as applicable:
1
2
3
4
5
6
7
8
9
10
11
PQQ meeting notes
Adjudication meeting notes
Financial analyses of all tenders
Completed trial evaluations
Scored evaluation criteria
Post-tender presentation/clarification/negotiation notes
Final adjudication notes
Breakdown of costs for successful contractor
Full breakdown of savings
Declaration of Interest
Signature page of the Adjudication panel agreeing to the recommendation
to award
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Contract Ref:
SIGNATURE PAGE
PREPARED BY
Name (Printed):
Position:
RECOMMENDED BY
Name (Printed):
Position:
Signature:
Date:
RECOMMENDED BY
Name (Printed):
Position:
Signature:
Date:
APPROVED BY
Name (Printed):
Position:
Signature:
Date:
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