Tender VLE | ITT Basics


Hi everyone, it’s Dan here from Tender VLE and in this video we are talking about the basics of an ITT. Now let’s
start with what an ITT actually is. An ITT is an Invitation To Tender
which is a pivotal step in the process of winning new work. It has many
abbreviations which you can see in our terminology video in the link below.
Issuing an ITT document typically begins the tender process by which your
business or the buyer selects qualified and interested parties, the suppliers,
based on such things as their price, availability and proposed delivery terms.
Now you are usually invited to tender once you’ve passed a pre-qualification
questionnaire or PQQ for short and the buyer has deemed you suitable to be
shortlisted and provided you with an invitation to submit a more detailed
response regarding their requirements. This is called a closed tender as the
buyer has chosen its shortlisted applicants in order to evaluate their
responses. You can find out more information on the basics of PQQs
also in the link below. It doesn’t always happen this way however as an ITT is not
always the second stage in a tendering process. Buyers may jump straight in with
releasing an ITT and await detailed responses from suppliers all across the
country. This is called an open tender and happens quite regularly and that
there is no separate PQQ and shortlist staged and the buyer has opened up
competition publicly and will evaluate every response that comes in. Now we have
provided you with a typical structure of an ITT which could be found attached to
this video on our Tender VLE website this is a brief version that we use
internally to support buyers with their procurement processes.
Now remember it is down to the buyers requirements which determines the size
and scope of what is contained within a tender document. The typical tender is
based primarily from public procurement regulations and European best practice.
This is used heavily across the public sector and has been increasingly adopted
within the private sector also. Some of the key traits that you’ll find included
in an ITT is featured in the following seven instances. Now number one is a
cover letter now. Now as per the tender process
this is provided to all relevant suppliers when they have been invited to
tender from the initial shortlisting stage which is more commonly known as
the PQQ stage. Now if the buyer releases an open tender then this is
usually a generic looking letter open to all suppliers and sets the introduction
for the remainder of the ITT. Number two is the scope of procurement. This
provides a supplier with the information – what exactly is being procured and when.
It will advise how the buyer is planning to source the Most Economically
Advantageous Tender or MEAT for short where technical capability and price is
majorly assessed. For further support we’ve provided a link below which
directs you to another one of our videos that focuses on the tender journey and
sourcing the MEAT. Number three is the submission terms, this explains how you
submit the tender and when it should be submitted by. A timeline is usually
provided here which details every time bound step of the tender procedure. We
advise you to work against a self-developed time management plan and
you’ll find more information about managing your time with tendering in the
link below. Number four is the buyer profile, now this is quite simply
information about the buyer and will outline their overall missions and
objectives as well as the company background and some context to why they
are procuring such services. Number five is the award criteria, this is where the
buyer will detail how the tender is assessed and evaluated. This should
provide you with how the MEAT is assessed through quality and cost ratios
so for example quality may be marked at 60% and cost being evaluated at 40% of
the overall mark. Now number six is specification and this is one of the
most important aspects of the tender and we’ll be discussing this in a lot of
other videos, especially in our develop and excel packages. Now sometimes this can
be one page long and other times 100 pages long and it’s all depending on the
services and goods being procured. Now make sure you read this and highlight the
areas in which you can excel your response. So for example if you use a
specific tool make sure this is noted and you’re not writing about a totally
different tool that you use currently. Your response and overall delivery
approach has to replicate what is written here.
Number seven is separate appendices, this can range widely depending on
the tender has been put together. Now this could include pricing schedules,
quality response templates, terms and conditions of the contract, key
performance indicators and many other supplementary attachments which are
crucial and a feature to enable transparency in the evaluation process.
This list only features a handful of data that encapsulates ITT, this will be
less or more at times. Now we’ve provided a link for you to receive a free trial of
our opportunity tracking platforms which provide you daily updates with ITT’s
that remain specific to your service. You can see this below and don’t forget to
also join the discussion on our LinkedIn forum and if you require any additional
support whatsoever our tender consultants have seen it all,
get in touch now via the links in our website. Now thank you very much for
watching and we’ll see you in the next video

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